MCYM and the CB Booster Club Overview of CB Booster Club Life Welcome to Military Community Youth Ministries (MCYM), also known as Club Beyond. As a member of the CB Booster Club, you’ve become a partner in a unique ministry that touches the lives of thousands of military dependent teens. Since the mid-1980’s, when CB Booster Clubs were first formed (first called Parent Support Groups or Ministry Support Teams), CB Booster Club members have helped this ministry to continue reaching our military kids by supporting community staff in a variety of ways. There have been many lessons learned in this past decade, but the challenges of an ever-changing scene in the European theater for the US military has produced as many issues as answers. To make the task easier and your experience as fruitful as possible, we have compiled an overview of responsibilities. Although operating under the same basic rules and regulations within the EUCOM military environment, we find that many communities have particular idiosyncrasies that are only learned through on-the-job lessons and practical experience. You and your fellow CB Booster Club members become the ‘experts’ on how to operate most effectively in your military community. MCYM/Club Beyond is Worldwide.....The Impact is Local Through its very structure, MCYM promotes reaching teenagers in every military community. At the heart of the ministry is the local community director, other staff members, volunteer leaders and CB Booster Club members like you, chaplains, parents and commanders who work together in partnership within each local community. We refer to the community support as a three-legged stool. With this illustration, the three legs are best represented by (1) Chaplains/chapel communities (2) Commanders and (3) Community (spear headed by CB Booster Club members). A fully functional stool is equally strong in all three areas. You can easily see how precarious this model would be if one leg is weak or absent. Can you imagine the difficulty if two legs are wobbly or absent all together. With the transient nature of our military communities, the constant education and involvement of new chaplains, commanders and community adults is a continual, absolute necessity (and sometimes a struggle). MCYM is headquartered in Colorado Springs, Colorado, and provides services, support, and recruiting for the Club Beyond ministry around the world. We have an Executive Director and a 1 governing Board of Directors consisting of twenty members, most with prior or current military experience. In addition, MCYM has geographical divisions with a European division, a Stateside division, and a Far East division. At this point, the European division (where the ministry was “born” in 1980) is the largest and the most developed. MCYM/Club Beyond Europe The Mission Statement of MCYM Europe is “BUILD THE CHURCH.” The emphasis of our youth ministry is to be focused on the military youth of today with a well-defined view toward their integral connection and contribution to the Church, the Body of Christ! We want to be long-range planners when it comes to building relationships with teens, beginning with the end in mind! Our Vision: “Youth ministry is participating in the making of mature disciples who authentically walk with Jesus Christ in the context of the family, the community and the Church.” A key verse for us is: Colossians 1:28 “We proclaim him, admonishing and teaching everyone with all wisdom, so that we may present everyone perfect in Christ.” (NIV) MCYM Club Beyond Our Philosophy of Ministry includes three particular emphases: (1) Celebrate Life with Kids - establishing personal, unconditional friendships with kids in experiencing the great adventure called life. (2) Connecting them to the Lifegiver - introducing the gospel and person of Jesus Christ to kids who are not personally connected and committed to Him. (3) Help them become like Him - encouraging kids in authentic discipleship through the development of a Christ-centered life and an active participation in the local church. 2 TEAM Structure, Organization and Official Relationship The CB Booster Club of any community and MCYM have a unique relationship! Because it is similar in structure and function to the relationship between a local sports booster club and the DoDD school, we made a decision to call the local support groups ‘Booster Clubs.” It really capitalizes on an already known concept, and it has helped a great deal in explaining the concept to chaplains, commanders and parents. Like the school booster club and the DoDDs example, the CB Booster Club and MCYM have no fiduciary responsibility/accountability for one another. We are two separate entities. That is extremely important. We need to be two separate entities. The CB Booster Club in each community is a local PO (Private Organization). MCYM is NOT a Private Organization, but is a contractor AND a 501(c) 3 non-profit organization. MCYM and CB Booster Clubs exist and operate under very different rules and regulations from each other. The CB Booster Club and MCYM have a partnership/support relationship. MCYM does not run the local PO, but we attempt to provide continuity and guidance to help the CB Booster Club accomplish the necessary support goals for staff and their community youth ministry. The MCYM Europe leadership consists of a European Director who holds overall responsibility for the ministry and three Regional Directors who provide shepherding and “high touch” with communities and staff in three regions throughout Europe. The European Service Center is located near Heidelberg and is staffed by full time ministry support personnel who provide administrative, training, resource, and emotional support for the local community staff. Our financial director conducts all of the European money matters and answers to our MCYM financial officer, the Board of Directors and the accounting firm that conducts the annual MCYM ministry audit. (see attachment 1) MCYM is a team effort and its effectiveness depends on harmonious participation of everyone involved. The central player, in a very real sense, is Jesus Christ. “Just as each of us has one body with many members, and these do not have all the same function, so in Christ we who are many form one body, and each member belongs to all others. We have different gifts, according to the grace given us.” - Romans 12:4-6 Designed to provide support, accountability and leadership for the local community, a CB BOOSTER CLUB is an integral part of this overall effort to bring kids to the feet of Christ. Like in the Romans 12:4-6 passage, the CB Booster Club members’ gifts complement the abilities of our Club Beyond staff. Their fellowship together - in prayer, shared experiences and mutual service - is a source of spiritual strength that adds to the vitality of our ministry. 3 Another passage that paints a great word-picture of this ministry of partnership is found in Mark 2. Read closely, you will see that "a group" of people came with a paralyzed man to Jesus, while four of them were actually carrying him. Did you get that? The whole CB BOOSTER CLUB was bringing the kid - they had a plan - to this crowded house. They were unified in their purpose get their friend to the feet of Jesus! They knew where things ultimately happened! Lives are changed there at Jesus' feet. The end result of their combined efforts (staff, leaders and CB BOOSTER CLUB members) was that the paralyzed friend did, in fact, get to Jesus' feet, and he did, in fact, undergo a radical change. He got up from there, walked out and had his sins forgiven! He went from crippled to whole, and all because some people cared enough to make sure he got to Jesus! That one story is repeated over and over again in the ministry to military kids, and you are a part of how God is choosing to do that!! What Is The Purpose of a CB Booster Club? As a vital part of the community ministry, the local CB Booster Club’s purpose is to: • Support the overall ministry of MCYM • Support the MCYM staff and their ministry in the community to teens and families • Work in close partnership with community staff and volunteer leaders • Offer prayer support for staff and volunteers as they carry out ministry with kids • Organize a strong financial foundation for sustaining local community staff and their ministry. • Lead in the ongoing effort to expose and educate community commanders, chaplains and parents as to the local ministry accomplishments and needs. • Share ideas and encouragement with staff and volunteers • Provide biblical counsel to staff and volunteers What Is The Role of a CB Booster Club? Partners in ministry: The CB Booster Club members participate in ministry with the local staff, the chaplains, the commanders and the European and Regional directors in the support of community ministry programs. They are also responsible for assisting the staff and chaplains in establishing and carrying out a vision for community ministry. It is expected that all CB Booster Clubs and community activities are in compliance with contractual obligations and the regulations governing private organizations within the military communities overseas. However, within these policies, individual CB Booster Clubs are given great latitude to develop support ministry that best suits their needs and situation. 4 Most critical to understanding the role of the CB Booster Club is that the Booster Club is never to ‘provide or run ministry” as a private organization. MCYM as an organization is contracted to accomplish/conduct the youth ministry in a community. Staff are placed in the community to fulfill that contract. The CB Booster Club is there to support the MCYM staff, as they conduct the local ministry, but not to ‘provide’ ministry themselves. Specifically, this menas that the CB Booster Club does not hire or fire staff, and they do not sponsor or pay for ministry events through their local bank accounts (ie. You can’t pay for a teen ski trip out of your CB Booster Club account because that is considered ‘providing’ ministry. You can raise money for support of the trip and provide funds to the local chaplain’s fund or directly to MCYM as we provide the event). Accountability - It’s Mutual: Individual CB Booster Club members are held mutually accountable to fulfill their roles in a similar way that MCYM staff and leadership hold each other accountable for their respective roles. According to MCYM policies and contractual obligations, MCYM retains final responsibility and authority for the community staff and ministry. In turn, the local staff are accountable to the MCYM European and Executive Director leadership. Staffing and Personnel: The local CB Booster Club is responsible for working with and supporting the ministry of the community staff person(s) that are assigned to the community to fulfill contractual obligations. Although not responsible for staff assignments, CB Booster Club members can assist the European leadership by offering suggestions for staff replacement based on community needs. Ultimately, the European leadership places the available “crop” of new staff with as much prayer and sensitivity to community needs and staff experience. According to government regulations and MCYM policy, there is never a time when the CB Booster Club is allowed to hire a staff person for local ministry. The MCYM staff person does not “work” for the CB Booster Club, but rather fulfills a youth ministry contract in conjunction with the local CM(R)P, and with the support and cooperation of the local CB Booster Club. The key word here is “support,” not control. There should never be a difference in vision and program between the CB Booster Club and the chaplains (CM[R]P) that put the staff person in an awkward or position of “choosing sides.” Ultimately, the staff person must fulfill the obligation of the contract and desires of the command and chaplains of the community. What Are the Responsibilities of the CB Booster Club? Personal Service. CB BOOSTER CLUB members offer their personal time and energy to the local Club Beyond ministry by: Regularly attending and participating in CB BOOSTER CLUB meetings. Developing personal relationships with the staff. Developing working relationships with chaplains, commanders, and community leaders Actively serving on a sub-committee. Staying informed about MCYM/Club Beyond programs and activities. 5 Annually attending one or more Club Beyond “clubs” or other kids’ activities. Being available to work on special events and fund raisers. Spiritual Support. Seeking and following God’s wisdom and direction must always be the beginning, middle and ending point of every aspect of this ministry. Without Him, we can accomplish nothing. The most effective CB Booster Club members are those who personally and actively pursue a relationship with Christ, exemplified by: Personal prayer and reading of the Scripture. Involvement in local chapel programs and support of chaplains Fellowship with other believers. Regular prayer for the ministry of MCYM/Club Beyond. Regular prayer for staff, volunteers, and kids. Becoming a personal, loyal friend to staff members. Offering fellowship and counsel for local staff and volunteers. Financial Support. A primary responsibility of the CB Booster Club is to develop and maintain adequate financial support for the local MCYM staff and their ministry. Primarily, the CB Booster Club is responsible for establishing a financial strategy to ensure the ongoing, timely payment of community obligations determined by community contracts and staffing needs. Local budgets are developed by the European leadership in cooperation and with input from chaplains and the local CB Booster Club. Budgets are based on contract amounts and additional funding required to support the local staff. To provide adequate financial support, CB BOOSTER CLUB members' responsibilities include: Developing and implementing a strategic plan to raise the funds necessary to finance the local community staff and their ministry. Personally supporting the local ministry financially. Coordinating financial matters with the MCYM European service center. Obeying government regulations for raising and handling of funds as a P.O. As a basic rule, MCYM requires the community funding (government contracts AND community funding) to total: - $30,000 for a Community Director (this is a minimum amount since every community needs a Community Director as its essential staffing) - $21,000 for an Associate Director - $12,000 for a Staff Intern 6 (‘True costs’ for these staff positions are significantly higher, however each staff person raises a considerable amount of their own funding in order to serve in ministry to military communities. These cost ranges reflect salary, benefits, training, support, and taxes, etc. - $55,000 – 70,000 = Community Director - $35,000 – 50,000 = Associate Director - $25,000 – 30,000 = Staff Intern CB Booster Club members should help the community leaders understand that the MCYM ministry to their military kids is being underwritten by the sacrificial gifts of many churches, friends and family members of the Club Beyond staff in the States and around the world. That should be seen as extremely significant to the success of the ministry in any community! Public Relations: Spreading the Word. CB BOOSTER CLUB members’ enthusiastic participation in all aspects of the local area’s ministry plan directly promotes the success of the whole Club Beyond ministry. It is expected that group members show their support by: Representing MCYM/Club Beyond and its ministry to the command, chaplains/chapel communities, and community-at-large as faithful followers of Jesus Christ. Taking the necessary steps to gain and promote community acceptance of the ministry and its benefits to the community teens and families. Recruiting new members to be CB BOOSTER CLUB members. This is absolutely key in a highly mobile, very transient military community. Being available to answer parents’ questions about the ministry. Act as a liaison for the ministry and staff to the command, chaplains and community. This is especially important in the situations involving conflict or problem solving that is best approached with a “military advocate” perspective. Constantly discover ways to ‘tell the story’ to the community of the ministry’s impact Who should serve on a CB Booster Club? An Overview of Qualifications Your CB Booster Club should be both a harmonious blend and a source of the following vital elements: wisdom, workers, and access to resources. While each CB BOOSTER CLUB member brings his or her own unique gifts, talents and service to the position, there are some personal qualities essential for the overall effectiveness of the CB BOOSTER CLUB. Most importantly, members should be: 7 Committed Christians actively growing in their personal faith. Wholeheartedly in agreement with MCYM’s Mission Statement and Statement of Faith. Personally called and enthusiastic about serving on the CB Booster Club. Willing to share their personal time, talents and resources with the ministry. CB Booster Club Member Selection An informal interview with the president and community director is advisable before new members are asked to join the local CB BOOSTER CLUB. Usually this can be accomplished over a meal or a cup of coffee. Clear statements of expectations are most valuable at this stage. As a group, your CB BOOSTER CLUB will elect new members and fill vacancies. Officers of the organization are required by private organization guidelines. CB Booster Club Membership The number of members is determined by the size and complexity of the community, and may be changed due to community growth or other circumstances. Ideally, the CB Booster Club should consist of at least eight members, not including the local staff who serve as advisors, not voting members. Representation from both the high school and middle school, from a variety of ranks, races, denominations, and a mixture of male and female members is extremely beneficial and highly advisable. Length of Service Due to the transient nature of the military community, it is not always possible to require an extended commitment from CB Booster Club members, although serving for more than one year establishes much needed continuity and keeps the foundation of the ministry firm. Committing to a certain length of membership is important and necessary for consistency and adequate performance throughout the year. Each Booster Club should set their own guidelines in this arena. CB Booster Club Standards Each CB Booster Club is free to set its own standards regarding such issues as attendance and participation. However, since active involvement is crucial to the success of the CB BOOSTER CLUB, members who consistently miss regular meetings may need to be asked to consider resigning from their position. If a member needs to be removed, CB BOOSTER CLUB unanimity should always be sought. CB BOOSTER CLUB LEADERSHIP POSITIONS 8 The basic CB BOOSTER CLUB leadership positions typically include the president, vicepresident, secretary and treasurer, but may also include additional positions as deemed advisable. Most CB Booster Clubs elect their leaders and subcommittee chairs at their annual organizational meeting. President The president will call and preside at all meetings and should also be an unofficial member of any subcommittees. He or she must maintain a close personal relationship with the MCYM staff and thereby be able to communicate any of their personal or ministry needs to the full CB Booster Club. Often the president plays a crucial role and a link between the front lines of ministry and the CB BOOSTER CLUB. The president plays a special leadership role in the CB BOOSTER CLUB structure. This person, elected by the other members, will have a unique partnership with the community director built by spending regular time together. As the leader of the CB Booster Club, the president keeps the group’s focus on Christ, calls on members’ gifts and abilities, prepares and leads CB BOOSTER CLUB meetings and mobilizes the group’s task groups. In the best CB Booster Clubs, all members contribute equally their time, talents and spiritual gifts. The success of the program is dependent upon all members. When one or two people run the show, it usually reflects poor recruiting or a lack of ownership among members. Keep in mind, people support what they help create. So it’s important that all CB BOOSTER CLUB members be allowed freedom to formulate and act on their own ideas. Every president should, therefore, strive to be a facilitator. 9 A leader and motivator. Well-connected and respected in the community. 10 100 % sold on MCYM/Club Beyond, totally convinced of what we do and how we do it. Experienced enough in the military community and familiar enough with MCYM youth ministry to appreciate our strengths and weaknesses. Willing to stand alongside the staff and bring the rest of the CB Booster Club along. To a certain degree, the president is a cheerleader for the staff and leaders of the CB BOOSTER CLUB; the president needs to be close to the staff so they can communicate needs, problems as well as successes. Because of his or her friendship with the staff, has the ability to communicate issues of accountability from the CB Booster Club’s perspective. Vice President The Vice President will serve in the role of President when the President is absent. Otherwise, the Vice President will fulfill a support role for the overall CB Booster Club and provide leadership and subcommittee guidance as needed and directed by the President. SEE USAREUR REG for other duties with the PO status Secretary The Secretary will keep and maintain accurate records of the operations of the CB Booster Club, a roster of membership, and mailing lists for community contacts and publicity. SEE USAREUR REG XXXX Treasurer The treasurer has administrative responsibility with the community director for all MCYM funds involved in CB BOOSTER CLUB projects, and should maintain accurate records of all income and expenditures for the local community. The treasurer should make a monthly financial report to the CB BOOSTER CLUB and the community director. Before the end of the fiscal year, the treasurer will submit to the CB BOOSTER CLUB annual financial report on all community financial activities and initiate the CB Booster Club’s preparation and adoption of a budget for the coming year. If possible the treasurer should be a liaison between the community and the MCYM Service Center regarding community finances. Of particular importance is the compliance with government rules and regulations for private organizations and their funds accountability. SEE USAREUR REG XXXXXXXXX Subcommittees Most CB BOOSTER CLUBs will consist of working subcommittees that become the places that the "nuts and bolts" kind of work gets done. There are no limits to subcommittees, but each should have a minimum of three people. CB BOOSTER CLUB members can serve on multiple subcommittees. Some suggested ideas for subcommittees would be: 11 Prayer Fundraising Community newsletter/publicity Banquet/special fundraising event Command Liaison Leader and staff support 12 Rolling Up Your Sleeves and Diving In Lots of Ways to Get Involved The real benefits of Club Beyond are the first hand experiences of being involved in the relationships with other adults and adolescents discovering or growing in Jesus Christ. This is not reserved only for the volunteer club leaders and staff. There is room from many others who can make a strong contribution to the overall ministry. Here are some ideas of how you can get closer to the action: CB BOOSTER CLUB Involvement in Club Beyond Visit a Club or Beyond Club event or camp – you’re always welcome; just ask. Help at a camp, service project/retreat - drive, counsel, logistical support. Ask if there is something you can do. Help plan and participate in a parents' club and follow up on parents who visit. Organize or participate in special events - community service projects, holiday clubs, providing food for club. Help with community fundraising , camp scholarships, and other ministry needs. Leadership Support Get to know a leader better. You’ll love it and the leaders will be encouraged by your interest. Host a team meeting at your home. Visit leadership training meetings or leaders’ weekends. Adopt a leader: have him/her over for lunch or dinner, meet over breakfast, just pray and care however God may lead. Baby-sit for leaders with children – coordinate baby-sitting with others to free up club or Beyond Club nights. This could determine whether a particular couple is able to continue as leaders. Coordinate a CB BOOSTER CLUB “thank you leaders” potluck or barbecue. Coordinate a prayer ministry. Community Involvement Take full advantage of any volunteer CB BOOSTER CLUB training offered throughout the year. This is an effective tool MCYM has to expose adults to the value of this ministry. Coordinate adult involvement with camps and service projects. Get other adults involved! Lead or participate in a volunteer leader’s Bible Study. Promote Club Beyond to local community organizations and leaders. 13 Communicate with chapel and local congregations: coordinate with your respective congregations with regard to promoting and supporting Club Beyond’s mission and needs. Write, plan, prepare or help mail the Club Beyond community newsletter. Minister to the educational community - faculty and administration relations. Getting the Job Done The Holy Spirit’s Work in the CB BOOSTER CLUB Planning, tasks, goals, deadlines – all are important. But they must flow out of the life we share in Christ. When the Holy Spirit is invited to be a part of every CB BOOSTER CLUB gathering or activity, our tasks and our purpose take on greater meaning. Elements of a Meeting Certain components should be present in all quality and productive CB BOOSTER CLUB meetings. While specific items will appear on your agenda, three general, key elements should weave their way through the majority of your time together – spiritual, social and business. Spiritual Most meetings open with prayer. Often, someone will spend a few minutes and read from the Bible or an inspirational book, or play a short portion of a cassette tape or video. You may want to allow a few minutes for one or two members to share personal testimony or a favorite verse. Prayers may include specific requests from the community staff or just thanksgiving and praise. Special times of prayer may be needed when the CB BOOSTER CLUB faces a major decision, concern or conflict. Social Booster Club members particularly enjoy visits from Club Beyond kids and leaders so they can hear what’s happening in club and their lives. Two minutes from a Beyond club kid is worth ten hours of prodding from a CB BOOSTER CLUB president or community director. Also, intentional small group sharing allows members to get to know one another personally. Some fun Club Beyond skits and songs are always welcome and serve as an excellent transition for those coming directly from a hectic, stressful day. Occasionally, CB Booster Clubs meet for a potluck, athletic activity or other team building event. Business Almost every meeting will include CB BOOSTER CLUB reports regarding local ministry, finances and other special CB BOOSTER CLUB projects or event. While it takes the entire CB BOOSTER CLUB’s cooperation to open and end on time, it is the President’s responsibility to see that everyone follows an organized agenda. If the President keeps things on track and reaches closure in discussions, members will leave the meeting with a clear sense of their individual responsibilities; upcoming activities; ongoing prayer requests; and the time, date and place of the next meeting. 14 Effective Communication: The Local Ministry Report During the ministry update segment of the agenda, the Club Beyond staff will give a report. To ensure that the CB BOOSTER CLUB can properly act on this information, the president will make sure that report covers the following points: What does the community staff want on the agenda so the CB BOOSTER CLUB can give advice? What information is needed by the CB BOOSTER CLUB members to represent Club Beyond in the community? What input does the community director/staff want from the CB BOOSTER CLUB based on its role as experts on the local adult community and the staff’s role as experts in ministry with kids? What staff concerns need the CB BOOSTER CLUB’s attention in prayer? Effective Leadership: Leading a Productive CB BOOSTER CLUB Meeting 1) Know the balance of community building and task in your agenda. What was the balance of the past two meetings? What must be part of this meeting? 2) Set goals for the meeting – what do you want to accomplish? (This should be done with the community director several days or a week, before the meeting.) 3) Plan the meeting: Prepare a written list of items that need attention. Decide what the CB BOOSTER CLUB needs to hear about the ministry. What spiritual input is needed? Prioritize the items. 4) Prepare the final agenda for distribution before the meeting. 5) Communicate before the meeting: Basic agenda. Place (do not overlook the importance of a central location with a good meeting room). Date and time (reminder phone calls or e-mails a few days before works wonders on attendance). 6) At the meeting: Begin on time. Focus the discussion on each item. Keep the meeting moving without being a rigid taskmaster. Give time limits for reports from subcommittees. Keep adequate records (minutes) of decisions (secretary). Ensure all old business is brought to closure and intentionally acknowledge recent accomplishments. Develop future action items and delegate responsibilities. 15 Protect adequate time for prayer. Respect everyone’s schedules by ending on time. Sample CB BOOSTER CLUB Meeting Agenda (1-2 Hours) 1) Social time as people arrive – coffee and cookies – length flexible. 2) Open in prayer. 3) Devotional – Testimony from a kid, club leader, parent, coach, chaplain or anyone touched by the Club Beyond ministry. This can also be a devotional led by a CB BOOSTER CLUB member. – 10 minutes. 4) Ministry update – for information and discussion. Staff reports on the recent camps, progress on camp registration and ministry in the various clubs, events and Beyond Club – 15 minutes. Always include a kid or leader to tell something about the ministry over the past month. Life is narrative, and living reports excite people! 5) Subcommittee reports - the business of the subcommittees should be done prior to the CB BOOSTER CLUB meeting and brought as a report/update. 6) Financial Report – for discussion and decision concerning contract requirements and other financial support needed from the CB BOOSTER CLUB. 7) Fundraising Report – reports on current fundraising events, submits past fundraising AAR (after action reports) and facilitates brainstorming of future fundraising possibilities. 8) Next meeting – Decide best date and place – 5 minutes. 9) Close with time of prayer – 10 minutes. 10) Make sure you have had some fun together. ATTACHMENTS 1. MCYM Europe service center structure chart 2. Money flow chart for CB Booster Clubs Funds for community budget requirements, NOT/NEVER to local staff accounts directly (illegal/tax issues, etc.) 16