Retreats & Camping Ministry Team
Executive Director
Program AT Development AT Financial AT Marketing AT Property AT
Executive Committee
Board Development
Site Teams
one for each camp
Wednesday, November 19, 2008
Policies and Procedures Working Document
What we are trying to accomplish:
We are working to put in place a RETREATS & CAMPING MINISTRY structure that will promote and support a more unified Retreats and Camping ministry in the MAC that is sustainable, marketable, accountable, and embodies the mission of the MAC and RCMT and the goals of the conference imperatives.
Mission Statement
Mission/statement: reaffirmed Our mission is to provide quality camp, retreat, conference experiences in which Christ is offered to as many as possible to raise up faithful disciples so that the world is transformed.
Core Values
1. To ensure that the retreats and camping ministry of the MAC embodies the Grace and Hospitality of “Open Hearts, Open Doors, Open Minds” so that all participants might experience acceptance within the Christian community
(This is a piece that needs continued work)
Retreats and Camping-Ministry Team (RCMT)
Authority
Is authorized by the MAC to develop and manage all aspects of ministry on its behalf and in alignment with their policies and procedures as a governance body.
Purpose
Oversee the direction, vision and management of the sites, programs and personnel to ensure fiscal responsibility; stewardship of property; quality programming; fairness in staff relations; and implementation of camping best practices.
Primary Responsibilities
1. Develops and maintains a comprehensive, current Master Plan.
2. To provide fiscal oversight in alignment with MAC.
3. To provide property oversight
4. To provide comprehensive programming oversight
5. Ensures that adequate fund raising is accomplished on an effective timeline
6. Ensures that marketing and lines of communication are implemented.
7. To develop, oversee, and evaluate policies and procedures and ensure that they are being implemented
8. Ensures accountability throughout the entire ministry to the Master Plan.
9. To provide oversight for the Executive Director in partnership wih MAC.
General Policies and Procedures
1) Follows MAC standing rules regarding the function of the RETREATS & CAMPING MINISTRY TEAM.
2) Provides a representative to the Common Table.
3) Submits an annual report to MAC.
4) For use of facilities & resources, priority will be given to UMC of the MAC,when all other policies and procedures are followed by the UMC/MAC.
5) Will establish Action Teams as partners in doing the ministry, upholding their work and holding them accountable to the ministry of the MAC.
6) Will establish guidelines for holding MAC events at non-United Methodist campsites.
7) Establish, oversee, and monitor the guidelines for conference camperships
Membership Of RETREATS & CAMPING MINISTRY TEAM
Members (12 members) of the RETREATS & CAMPING MINISTRY TEAM will be nominated and presented to MAC annually for election.
Update membership – to include
1Trustee
5 at-large with expertise in 5 action team areas
3 at large
Chair
Vice-Chair
Recorder
Exec Director - ex officio voice / no vote
1. Consideration for membership will include: balance of persons based on gender, geography, ethnicity and other special needs
2. The term for voting members is four years, renewable annually up to eight consecutive years.
3. Members will annually be asked by the RCMT board development team (exec. team) to make a commitment to serve on the Ministry Team
a. The covenant shall consist of the following:
i. Upholding the United Methodist church with prayers, presence, gifts and service.
ii. Attending and actively participating in scheduled meetings.
iii. Becoming familiar with the purpose, responsibilities and operations of Retreats and Camping Ministry.
iv. Completing tasks outside of regular meeting time.
4. Members of the RETREATS & CAMPING MINISTRY TEAM will be nominated and presented to MAC annually for election.
5. Officers shall be elected:
a. Chair shall be recommended by the Retreats and Camping Ministry Team to the Conference Director of Ministry and the Elected Leadership Team and shall be elected by vote of MAC.
b. Vice Chair / Budget Coordinator, as elected by Retreats and Camping Ministry Team at the October meeting.
c. Secretary, as elected by Retreats and Camping Ministry Team at the October meeting.
6. The Executive Team will include the Chair, Vice Chair, Secretary, DRC, and a representative of the Frontenac Foundation Board.
a. The Executive Team is empowered to do emergency business as needed between meetings and shall seek approval of full body by electronic vote as needed between meetings.
b. The Executive Team will serve as the Board Development Action Team. They will present a slate of members of all Action Teams, and the Ministry Team to the Conference Director of Ministry and the Elected Leadership Team and shall be elected by vote of MAC.
c. All minutes of Executive Team meetings will be filed with RETREATS & CAMPING MINISTRY TEAM
Meetings / Voting
1. Meetings will be scheduled one year in advance .
2. Two weeks prior to each meeting, all members of RETREATS & CAMPING MINISTRY TEAM will receive the following documents, either by mail or electronically: minutes, reports, proposals, requests and other agenda items as needed.
3. Documents distributed at RETREATS & CAMPING MINISTRY TEAM meetings will be forwarded, either by mail or electronically, to members not at the meeting.
4. Publish agendas prior to meetings on conference website.
5. Make invitations to meetings to those who would have input
6. Meetings can be held at a physical location, by electronic means, or some combination of the two if each attendee is able to fully participate in discussions and vote calls.
7. A quorum is met by having more than fifty percent of the voting members present, either in body or by phone. If a quorum is not met, then no issues can be voted and enacted.
8. An ad-hoc meeting may be held under the following circumstances:
a. All members have been notified by mail or email of the meeting at least two weeks prior to the meeting.
b. A conference phone number (or other electronic means) is available for those members who are unable to attend in body.
c. A quorum is met when a vote is called.
ACTION TEAMS
Members of the RETREATS & CAMPING ACTION TEAMS will be nominated and presented to MAC annually for election.
Financial Action Team
Sets financial goals that are attainable and measurable for both the programs and the site operations, and establish a regular system of accounting and feedback to assure that the goals are met and new goals are established.
1. Develop the budget
2. Set up a centralized accounting system to manage and monitor the financial affairs.
i. For example: payroll, insurance payments, accreditation fees, etc.
3. Direct and provide training for Staff , paid and volunteer, in financial matters, including budgeting, bookkeeping, financial statements, and annual audits.
4. Oversee the management of assets.
5. Manage the line of credit for operating expenses.
Resource & Fund Development/Frontenac Foundation
1. Implements that part of the Master Plan for funding and resource development
2. Provide the Means of Funding Support for Programming i.e. Camperships this aspect moves to Ministry Team general policies
Marketing/Communication Action Team
Be the link between the sites, programs and the MAC (agencies and churches), assuring that the agencies’ and churches’ needs and issues are understood by the camp and retreat leaders, and that the camp and retreat needs and issues are understood by the churches and agencies.
1. Implements that part of the Master Plan that relates to marketing
Property Management Action Team
Develops and implements a comprehensive property management plan taking into account the facility needs which will help to realize the mission and vision of RCMT and the Imperatives of the Minnesota Annual Conference.
1. Implements that part of the Master Plan that relates to property management.
2. Insures that site development is in compliance with the Policy and procedures of the RCMT- Property and Planning Handbook. (updating of this booklet needed)
3. Articulates the property management funding needs .
4. Serves as the Building and Location Committee for the campsites, as per the Book of Discipline on Local Churches (Par. 2519.1, 2520, 2521; 2004).
5. Works in partnership with the Board of Trustees (Trustees) to safeguard and protect the property assets of MAC as used for RCMT Ministries.
6. Develop and recommend to the Annual Conference plans for acquisition of or disposition of conference camps and/or properties in accordance with standards of camping developed by the General Board of Discipleship.(Par. 629.2e; 2004) and the Master Plan.
Program Accountability and Assessment Action Team
Visions for new programming, evaluates and supports current programming at camps, conferences and retreats which fulfill the mission of the RETREATS & CAMPING MINISTRY TEAM and support the conference imperatives.
- Implement that part of the Master Plan that relates to program
- Visions new programming which fulfills the mission of the RCMT and supports the conference imperatives and defines what resources are needed for implementation.
- Evaluates, and develops processes, strategies, and training for Inclusion, Diversity and Accessibility programs. Functions as a resource for understanding ADA and other regulations relating to IDA.
- Develops and implements assessment tools which will measure the sustainability, growth potential, needs, and worth of all programs, sites, and personnel .
- Develops, maintains and updates regularly a manual of expectations for Time Apart programming which focuses on outcomes based on conference imperatives, best practices and worth of each individual who encounters RCMT in the MAC
- Ensures that training/education programs are in place for camp staff and leadership.
- Develops an efficient and effective system of reporting results and making recommendations to the Ministry Team
- Monitors that ACA (American Camp Association – or its replacement organization) accreditation is maintained.
- Implements the marketing strategies for new ministries.
Introduction
This blog has been created to help the camping staff, camp board, members of the annual conference and others who are interested know what is happening as the Camps Conference and Retreats Transition Team (CCRTT) of the Minnesota Annual Conference United Methodist Church continues their work.
First I must point out: The work of the transition team is a work in progress. Nothing seen on this Blog is set in stone. Some it will not be understandable to those not around the table who are engaged in the discussions.
However, all of us will be willing to speak to any questions which come up as the reader peruses this material.
Because the CCR ministry of the UMC in Minnesota is very public ministry. We want this process to be as public as possible, as well.
Our procedure for doing our work is this: We gather for a Friday and Saturday once a month. We began by examining the current policy and procedure manual, other supporting documents, the work of the consultant to the CCR board and discussions with leadership. We formed a working document which we are calling the Policy and Procedures Working Document. This document is found on this blog.
This continues to be the document which is foundational to our discussions. It includes the pieces from the original documents which were referred to in many places, were lifted up by the consultant, and were deamed important by conference leadership.
We have also drafted a Structure Chart, also found on this blog. This helps us remember where tasks should be placed and how each part of the ministry relates to the other parts.
I think the most important thing to remember or to take away from this blog is this:
We are working to put in place a RETREATS & CAMPING MINISTRY structure that will promote and support a more unified Retreats and Camping ministry in the MAC that is sustainable, marketable, accountable, and embodies the mission of the MAC and RCMT and the goals of the conference imperatives.
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