Youth Ministry Committee
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| Fall 2005 |  |
© Diocese of Algoma |
YMC Fall Meeting
Members Present
Thunder Bay Deanery:
Jennifer Snowden, Deanery Youth Coordinator
Chris Koza, Bishop’s Appointee
Sadie Krezonoski, Youth Representative
Matthew Reszitnyk, Representative to the Executive Committee
Leanne Jessiman, YMC General Secretary
Algoma Deanery:
Rev. Munroe Scott, Deanery Youth Coordinator
Alicia Dumas, Bishop’s Appointee
Mike Pratt, Representative to Provincial Synod
Liisa Pratt, Youth Representative
Sudbury-Manitoulin Deanery:
Sheila Lumley, Deanery Youth Coordinator
Pauline Cardinal, Youth Representative
Charles Wilson, Representative to General Synod
Temiskaming Deanery:
Taryn Fuller, Deanery Youth Coordinator
Troy Wiedman, Youth Representative
Rev. Heather Manuel, Diocesan Youth Coordinator
Regrets:
Lois Beiers, Deanery Youth Coordinator
Kailey Fisher, Youth Representative
Special Guest: Tanner Fuller
Saturday October 1st, 2005
- Thunder Bay:
Sadie Krezonoski - Thunder Bay no longer has a DYU Exec because of the regular attendance of the same people at the meetings. At each meeting they will elect a chair and a secretary. On October 26th, 2005 there will be a Youth Synod Reunion Potluck at St. Paul’s (Heather is coming to town for it). Meetings are scheduled to discuss other events. Tentative plans are a Laser Tag/All-Nighter in November, Skiing/Snowboarding in February and a Movie Marathon in March. We are also looking into having some sort of retreat in the new year.
- Algoma:
Munroe Scott - “Deanery Youth Coordinator” of Algoma since September. His main goal is to get to know people as he has only been here a short time. He reported that at youth synod, it was decided that no executive was going to be established before everyone got to know each other and such. The first event that they are holding is a BBQ in 2 weeks. Everyone is invited to have a good time and play games. They will also be having a meeting to plan events for the year. Alicia has been asked to help out because of her Yoda-ness. He is looking forward to meeting new people and finding out what we’re all about.
- Sudbury-Manitoulin:
Sheila Lumley - Still trying to figure out who the Youth are that went to camp. They don’t have an exec established are very hopeful for the upcoming year.
- Temiskiming:
Taryn Fuller - Presently, Troy is everyone. They feel they are the slowest to start, but they made it here and they’re ready to go. They have talked about it and they have high hopes. The bulk of their youth is in North Bay so they are hoping to hold events there. They are building and very optimistic about it.
- Muskoka:
Heather Manuel - New DYC, “Lovely Lois”. They haven’t established quite yet but they are currently setting it up. They hope to get those who are interested together so that they can get things done. If they can do that, they will be SUPER. As with some of the others, it’s a building year.
- General Synod Representative Report:
Charles Wilson: he hasn’t been doing much yet, but he read the handbook, and has been in contact with people on the council about general synod matters. He is relaxing for 2 years before he has to do anything. He will have to wait 2 weeks longer as they have postponed the date. He has a countdown going.
- Executive Committee Rep:
Matty Reszitnyk: First meeting is in November of next month…he is flying down to Sudbury. He has gotten some info about what they will be discussing. He is very excited to go down to meet everyone and have the meetings.
- General Secretary:
Leanne Jessiman: Taking minutes for the meeting today. Has written an article about Youth Synod and the reunion for the Algoma Anglican (as asked by Heather).
- Program Youth Coordinator:
Heather Manuel: The big news is that we have 3 new deanery youth coordinators! We’ve got Tanner present as well as a new Bishop’s appointee, Alicia Dumas. For the first time in almost 4 years, we have a full committee with no vacant positions. This is VERY exciting because no matter where Heather goes, she’s got people to work with. The theme of this year is “building”…definitely a building year for all deaneries.
- Heather passes out the Budget
- We get money each year from the Diocese to do Youth Ministry stuff. It gets divided into 2 categories, one for Youth Ministry and Meetings, one for Youth Synod
- The total for this year is a bit higher than last year (increased by $100)
- Heather explains the Budget for the new members of YMC
- This is the time of year to set the budget, so we discuss changes for 2006
- We go over the budget line by line
- Fall meeting is what we are having right now
- Songbooks project – create and donate songbooks to Manitou (money hasn’t been spent yet)
- Youth Synod Reunion – we only spent $591 of the budgeted $1500, but we still have Thunder Bay’s reunion on October 26th. Mind you, they are not going to spend $1000, so we will have a surplus there
- Munroe and Heather are working on volunteer training component presently
- Supplies: $130 left from walkie talkies budgeted for camp
- Challenge has not yet asked for money that we have set aside for them
- $252 on the Diocesan Synod Youth Suite. According to Heather, they had a “rocking good time”. They had a Happy Birthday theme the first night and a campfire theme the second night. Everybody loved it. It was worth more than $250. Heather highly anticipates and suggests that the Youth do a one-nighter again. It was a bonding experience for them.
- Travel to Ontario Youth Synod – This Synod takes place in Kingston. It is much like ours, but at the same time not at all like ours. We send 4 or so people down to their Synod. Charles and Alicia have gone with Heather before. They always have a great time.
- There are some items that she hopes are increased (Such as volunteering which includes travel, supplies and training sessions of DYCs)
- Alicia suggests that we budget Challenge money back in to next year as they have not asked us for it yet…
- (Side note to Munroe and other newbies: Challenge began as funded by us…Now, we just give them money to help out if they need it because they’re still new to managing their finances. Alicia talks about hopes of Challenge weekends in each deanery (because right now it is sort of centered in Sudbury)…it is a type of Youth Ministry that the Bishops strongly encourage. In 1996, Alicia went to Ottawa with other kids from Algoma to Challenge weekend. They came back and became a team for Challenge to start here. They changed the program/developed their own for the time being but now, we are strictly follow the format of the other Challenges…a few things are changed, but for the most part, we follow them now. Sponsors can be found to send “challengers” to camp. They pray for them and help them get there.)
- Munroe – how does the Clergy become aware of Challenge so that they can identify youth that would be into it and can work on letting them know about it and send them? Alicia explains that it is like the “Alpha” program in a weekend. They are going to talk more about it to see how the Clergy can be more aware and interested.
- Youth Synod Budget (part 2 of the Budget handout)
- Munroe inquires…(as he is new and does not know much about camp; who is involved, how we get there, what goes on, etc.)
- As it stands right now, we are the only camp at Manitou that has to pay for volunteer staff (we’ve been working on it with them for a while and we know it is not because we have more volunteers than other camps)
- We charge $120 for each delegate, Camp Manitou charges $110 per person therefore, 11 delegates pay for 1 staff person
- The most people we will ever have to pay for is 63. 75 people is a “full camp”
- The Director (Heather) and 1 adult leader per cabin plus Bishop and Nurse are essential staff, so we don’t actually have to pay for 75. No matter how many we bring, we pay for 63. This year, it didn’t help us because we brought in less than 63, but when we get it back up to 75, we’ll be good to go. Being the shortest camp, Youth Synod brings in the most money. They made the 63 rule to encourage us to bring the full camp while not taking such a blow to their income/budget.
- Thunder Bay and Algoma travel was expensive; almost hit budget.
- Bill came in at $3400 (rooms for driver and the bus), but they were quoted $2800. They negotiated with the bus company, and it went through at $2867
- Sudbury/Temiskiming came in lower than expected because they didn’t have a bus. This was to save money for other the Thunder Bay/Algoma bus travel. They just traveled in lots of cars.
- Saved $100 on supplies
- Rod Andrews travel came in higher than expected….$800 for the flight brought the total to $1400 instead of the $1000
- Overall, we came in on budget but because we don’t have all the money collected, we are still “down”. Once we collect all the registration fees, we will have broken even on Youth Synod which is CRAZY especially after this year with all the extra travel, extra stuff and low attendance
Budget Priorites for 2006:
- We need to set some specific priorities so that we know where we want this budget to go. Heather passes it on to the Synod Office.
- Koza takes over so we move through as quick and as efficiently as possible
- Spring and Fall meetings are set at $2400 each
- Heather – goofy campfire songs (one of the mothers from family camp – Vivian) because we already have the songbook for the Diocese that Alicia established. They have been networking and are going to put the 2 together (between Heather, Alicia and Vivian). If we spend the money this year, we don’t need Songbooks in the next years budget
- Youth Synod Reunion – out
- Volunteer Training - $500 carry over
- Supplies - $130 will carry over
- Challenge - $300 – we are going to leave it just incase they ask
- Diocesan Synod Suite – we don’t need these til 2007 (as it is only every 2 years)
- Travel to Ontario Synod – is increased (most people’s thoughts on it) so that more people can get there…Koza was supposed to go last year but the funds weren’t there. Koza is going to go this year. The dates are: November 18-20. It is at camp Iowa (between Ottawa and Kingston). The problem is travel costs.
- Munroe thinks we should have a better process of electing and sending people. We need to set it down in writing.
- If we do deanery by deanery, Sudbury-Manitoulin and Muskoka have gone already…that leaves Thunder Bay, Algoma and Temiskaming.
- Koza suggests that Thunder Bay should go this year. (We’re in good shape, the funds are there…it just works).
- It makes more sense to set the amount for Ontario Youth Synod 2006 as $600.
- $600 is the final decision for Travel to Ontario Synod
- Volunteer Training – this is for the DYCs (aka adults), get supplies and take any training sessions that may be. They are being trained in “effective youth ministry”
- 2 years ago, we took $1500 and gave $300 to each Deanery for Youth Ministry. Some still have some of it left over, others have used it for various different things. This year, because of Youth Synod Reunion, we weren’t able to do it
- The question is raised that, “If there seems to be money that has not been budgeted, is it possible for the YMC to budget money to help with travel”?
- Heather informs us that we need to make a motion that she can take to the Bishop
- Money would help a TON for the DYCs (it is really difficult to take a day off work and to drive up here and use their own money)
- It is suggested that we should leave Volunteer Training at $500 for 2006
- Alicia Dumas makes a motion that, “This committee will send delegates as invited from Thunder Bay to the 2005 Ontario Diocese Youth Synod. That this committee will send delegates as invited from Temiskaming to the 2006 Ontario Diocese Youth Synod. That this committee will send delegates as invited from Algoma to the 2007 Ontario Diocese Youth Synod.”
- This motion is seconded by Jen Snowden
- Everyone understands and there is no further discussion
- Liisa asks if we are all in favour. Everyone is. There are no objections and the motion is carried
- Collectively, we decide to take a short break. It is 11:37. We will reconvene at 11:45
- 11:45 – Liisa calls us back to order
- Koza brings us back to the $2770 surplus
- It is possible to leave it as a surplus. Everyone is comfortable with this
- “For the 2006 budget year, $300 be made available for each Deanery for Youth Ministry in the condition of: a) the plan be reviewed by the Program and Youth Consultant and b) the plan should not be only for the DYU but should be for the enrichment of youth ministries in the entire ministry”. (These are moved by Charles Wilson and seconded by Chris Koza)
- This is a new line for the budget that will “cost” us $1500 ($300 X 5 deaneries). This takes our surplus down but still leaves us with one
- With this $300, each deanery will need to make a plan as to how they are going to spend it and get it approved by Heather before any money is spent
- Alicia suggests that it be put in the budget as “Deanery Initiative Funds”
- Liisa asks us if we are all in favour. We are and the motion is carried.
- This brings us to $7830 as total expenses for 2006 and leaves us with a $1270 surplus
Youth Synod Budget:
- We begin to examine the budget
- First things first, we scratch out Rod Andrews travel as he will not be coming to camp in 2006
- Registration fees will stay at $5520
- Thunder Bay/Algoma Travel is currently $2900
- Muskoka/Sudbury/Temiskaming Travel is currently $1400
- Staff is currently $250
- Supplies $800
- Total: $10850.00
- Because other Deaneries are growing and Thunder Bay/Algoma are no longer sending 75% of the delegates, our travel budget needs to reflect that
- Monroe would like to see both ‘trave’ lines put together to make sure everyone is covered for travel
- Heather would like to look at the issue of Thunder Bay (Bus vs. van) and find a better way for them to travel (by “better” we mean more cost efficient)
- Taryn suggests that each camper should have an allotted amount of money for travel (ex. $60 per head to get to camp). If this were implemented, then our amounts are justified because we can back it up
- Essentially, we would like to take the $2900 and $1400 and put them together as $4300 for Diocesan Youth Travel
- Koza recaps both the budgets…
- He motions that 1) the budget for the Youth Ministry Committee meetings and ministry be approved, that 2) That the budget for the Youth Ministry Committee to run Youth Synod be approved and that 3) That the Budget be presented to Diocesan officials for approval
- This is moved by Koza and seconded by Troy
- Liisa asks if all are in favour. Everyone is. Motion is carried.
- Last motion on the table, motioned by Charles, seconded by Munroe, “That this committee direct Heather to convey to the Bishop that this Youth Ministry Committee appreciates the funds available in previous years for travel allowance for the Deanery Youth Coordinators and asks it to continue as it supports the Youth Ministry in the Diocese”
- Liisa asks if all are in favour. Everyone is. Motion is carried.
- Koza moves that we break for lunch. Seconded by everyone. Carried. Let’s eat!
- Over lunch, the group looked at the Youth Synod Evaluations and took note of what to keep doing and what to change for the future
- Leanne’s Summary of the Evaluations:
As per usual, pretty much everything at camp was “awesome” and “perfect” according to those who filled out our evaluations. (Which were super by the way, thanks to Charles!) The only complaints were chores, not having electricity and not having access to showers daily. ‘No mirrors’ was also a complaint. An important suggestion would be to make everyone aware of the theme nights so that they can prepare before hand and do not feel left out.
Everyone seemed to love Chapel, sessions and pretty much everything that was planned at camp this year. Poptart loves that he met Dawn. Dawn would like to Thank Kat for getting her to come. Everyone hates leaving and wishes that Youth Synod could be a little longer (as they always do). As usual, lying on the rocks looking at the stars, singing and making new friends were among favourites at camp. Everyone seems very positive and as if they would love to come back again. (If anyone would like to see the Evaluations, I’ve got them with my other papers…just let me know).
- 1:30 Liisa calls us back to order after a delicious lunch and some bonding
- Deanery Roles for Youth Synod:
- 5 deaneries, each one has its own role to play in the planning of YS
1. The Coordinating Deanery – Algoma
2. Bible Studies – Muskoka
3. Sessions – Thunder Bay
4. Community Building – Temiskaming
5. Support Deanery – Sudbury/Manitoulin
- Taryn thinks that coordinating Deanery should have breathing room the next year (a year off for taking so much on and working so hard the year before)
- Side note – we discussed how music used to be in the mix and used to be something that was assigned to a certain Deanery, but because there are song books, we’re good to go with Alicia because she does a fantastic job anyway…no reason to change it up
- Taryn’s idea turns into either the Deanery that was coordinating the year before gets the year off as the “Support Deanery” or that it is given to the weakest deanery so that they can build more
- Pratt likes the idea that Taryn is bringing up. That is pretty much been happening anyway. He thinks that Youth Synod is all about having a little bit from everyone. Instead of a vacant spot, tell them to come up with a new initiative (a twist on something or something new we can try).
- Taryn and Charles suggest they can be the “communicating deanery” or “support deanery”
- Last year, we took ‘agenda and evaluations’ out of the duties for the coordinating deanery. It didn’t work well at all and should no longer be divided.
- Coordinating deanery is supposed to be the “communicating” deanery (sometimes it just doesn’t work out like that) Perhaps the previous year’s coordinating deanery can be the communicating, helping, “gopher” deanery. This “extra” deanery can bridge the gaps. They can be the “think tank” that waits until they’re called upon. With an initiative, they NEED to have a person that goes between and makes sure that everyone in the other deaneries knows the new plan etc.
- We break into groups (DYCs &Adults, Youth Synod Planning Committee)
- 3:20 – Liisa Pratt calls us back to order after dividing in groups
- DYCs/Adults had a discussion lead by Munroe. They discussed and answered the following question: “Why we do what we do” – 1) Because God says so. 2) We do it to give back to the community (pay it forward). 3) Personal fulfillment. 4) To be a role-model. 5) As a productive activity (provides safe and positive alternative activity). They came up with 3 problems. 1) the commitment (too few people, resources) 2) perception of youth involved 3) “glass ceiling”, rushing them out of their comfort zone (doing more than they want to do).
- Youth Synod Planning Committee – read a passage from Phillipians 3-4. Chosen theme: “God as our water wings, swimming against the tide…”
- Important ideas/themes – Keeping the faith in everyday life, Keeping the “high rush” of faith that you get at camp throughout the whole year, “Practice makes perfect” (as a session title…talking about the need to develop your faith and work at it everyday so you can grow in it...)
- “the tide” would be things such as temptation, peer pressure, media, jobs, friends/boyfriends/girlfriends, family etc. (Anything that keeps you away from giving our full love and life to God)
- “I press on towards my goal” – Philippians 3:4 (important verse for the weekend)
- Pauline makes a motion to accept the theme. Troy seconds. Everyone accepts. Motion carried. God as our water wings; swimming against the tide is our Youth Synod 2006 theme.
- New Business:
- Taryn would like to put a motion on the floor that Heather request to the Bishop that the parishes send their names and cheques in for Youth Synod ASAP to guarantee attendance. If they are sending cheques in right away, they will be more inclined to find someone and get their name in.
- Koza – We would do this essentially because its been getting worse every year (people drop out last minute because of work or whatever…various reasons). We believe that it should be treated like a “family vacation” (they need to be committed like they would be to their family…wouldn’t cancel last minute for a stupid reason if they were going away with them). Also, due to the fact that there are some churches that pay AFTER camp we would like to say we need it done before camp so they are committed to finding replacements if their first delegate cancels.
- Pratt uses the argument that it is the same as Diocesan Synod (simply for a different age group) so it should be treated in the same way
- Everyone strongly agrees
- Some parishes will have trouble, because they don’t have the money or the people
- Every parish is different…Some parishes don’t have the money to pay their own bills, some parishes make the delegate pay a portion, some parishes pay out of other groups/clubs
- Heather – our first problem is that very few of our parishes budget $120 to send the kid to go…There are lots of new parishes being recruited and they don’t really know what we’re about or that they’re supposed to budget this money. Also, our Diocese tells them that they are supposed to budget it, but they don’t do it…It isn’t enforced.
- DYCs should raise awareness in the parishes throughout the year (a lot of people don’t understand what Youth Synod is or why they should be sending delegates etc.) We should make it known HOW important it is (because it is just as important as any other Synod)
- Sheila suggests that it might be best to see encouragement before enforcement. We should make Youth Synod familiar to them before enforcing that they pay and send delegates.
- Refunds were brought up (as there is worry that we are losing money when people drop out last minute). Heather informs us that she has been using Camp Manitou’s refund policy. It is in the brochure with the Registration form.
- Do we want to use theirs or develop out own?
- This last minute drop out needs to be solved because when delegates don’t come, we’ve got adults waiting at the dock for delegates that aren’t coming, a bus for kids that aren’t going, and more food and photocopies than needed…its just a waste.
- We NEED accountability
- Taryn and Koza – if churches are paying, they’ll find someone. They’ll have a youth and they’ll have a back up (alternate) to save them if the first youth can’t go. They aren’t going to want to waste their money so if they are forced to pay, they WILL find someone
- What we’ve been doing for the past 2 years is restricting the registration from Thunder Bay and Algoma, and encouraging the eastern three deaneries to participate, many parishes for the first time. Parishes that haven’t been involved don’t realize the impact that they have when they don’t send someone or when they back out
- We need to do SOMETHING so that we can rely on the money, but we need to re-think the payment structure
- We discussed alternative payment structures, including the possibility of the funds we receive from the Diocese covering the registration fees, and churches being responsible for travel costs (with a subsidy to Thunder Bay). Perhaps a deanery will decide that all parishes will contribute $50 to a common pot. This would cover travel for every deanery except Thunder Bay, and would still be $70 less than the ‘per delegate’ cost currently.
- Perhaps we should write a letter to parishes explaining the situation and offering some alternatives.
- Start our letter off with, “This is what policy states…” THEN say “but we know that it is really difficult to do this so there’s what we’re offering this year…”
- The contact with the Youth is established at Camp, kids need to be there from as many parishes as possible.
- Pratt wants people to come up with a 2 year plan as most of us are 2 year positions. This year, we could say “listen, here’s our idea”…if it works, we’ll stick with it. If not, we’ll have to say next year “We tried…now we’re going to have to think of something more direct”
- All DYCs would have to send the same letter to the parishes in their deanery, reminding them to elect delegates at the annual vestry meeting, and get the names to us as soon as possible.
- If the situation has worsened by 2007, we bring it up at Diocesan Synod. We haven’t pushed for anything serious or somewhat controversial in years.
- Decision: We are sending out letters to each parish, telling them to budget the money, submit a delegate name AND suggest ideas on how to raise the money
- Taryn is writing a letter and sending it to Heather. Heather will talk to the Bishop about it when she receives the letter
- Pratt would like to make a motion (Sheila seconds) that “YMC institute a 2 year plan beginning with a new initiative for payment for Youth Synod 2006; a review by YMC in Fall 2006, look at enforcing policy and consider use of Executive and Diocesan Synod 2007 for gaining necessary support from the people of Algoma”
- All are in favour and the motion is carried.
- Taryn’s other “other business” towards the DYCs, that it is their responsibility to replace themselves if they cannot make it to camp. She thinks it should be added into the job description. We NEED commitment as they are a huge part of camp and we need enough adults there. Taryn would like to make an amendment to the pastoral plan so that it says “We memorialize the executive committee to amend the pastoral plan in respect to the Deanery Youth Coordinator to read: Attend Youth Synod. If you cannot attend, you must find a capable replacement.” Taryn moves, Pratt seconds.
- It will be proposed to the Executive Committee as such as YMC is in favour.
- Koza moves for adjournment. Mike seconds. Motion is carried.
- Well, see ya later.
©2006 Diocese of Algoma