Y OUTH M INISTRY A SSESSMENT R EPORT Building Sustainable Ministries... One Church at a Time

Transcription

1 Y OUTH M INISTRY A SSESSMENT R EPORT Building Sustainable Ministries... One Church at a Time St. Mark s Episcpal Church f San Antni, Texas January 30, 2016 By Stephen Ingram, Lead Cnsultant and Katie McRee, Staff Cnsultant Stephen.Ingram@ymarchitects.cm katie.mcree@ymarchitects.cm BACKGROUND St. Mark s Episcpal Church is a histric church lcated in dwntwn San Antni, Texas. Established in 1858 in frntier San Antni, St. Mark s has a rich histry f being the histric dwntwn parish reaching ut t serve the cmmunity as the city develped arund it. St. Mark s is very much a generatinal church. Current members include descendants f funding members. Church members describe their church family as warm, inviting, as well as ne student cmmenting, St. Mark s is a place that is safe fr me. St. Mark s has endured the challenges f being an ld church in a dwntwn area. Majr renvatins have kept the facilities updated while keeping the beautiful histric feel t the building. The area arund it is grwing and develping, including the revitalizatin f Travis Park acrss the street frm the church. Changes have ccurred within the church DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 1 f 17

2 with transitin in staff including a new rectr in The membership f the church is arund 1337 and n an average week, 405 peple attend ne f the church s six wrship services. The Rev. Beth Knwltn is rectr and has been at St. Mark s since August f She s described as wnderful, smart, and accessible. Participants appreciate that she listens and acts and that she acknwledges the imprtance f children, yuth and families; making them a pririty as the church mves frward. This has been mst recently evident in the financial campaign fr and subsequent hiring f The Rev. Matthew Wise as the Assciate Rectr fr Outreach, Family Ministry, and Parish Life. The clergy staff als includes Rev. Carl Mrehead jined St. Mark s in 2013 and serves as assciate rectr. Currently, there are abut th thrugh 12 th graders n the rlls f the church. During a typical week, abut 25 f them participate in either Sunday schl, cnfirmatin, wrship r Wednesday night. Each year the yuth ministry participates in several retreats and lck in s including a Summer Missin Weekend and Christmas t the Street. The yuth ministry is described by sme yuth and parents as a warm and accepting place, while thers say it is a chatic and unintentinal ministry that lacks fcus. The church has a 2016 budget f $2,709,938. Fr the year 2016, the yuth ministry has a budget in the neighbrhd f $88,596 including the prgram budget. This includes the salaries/benefits fr the staff, cnsisting f a part time directr, part time assistant directr and an intern. There are abut 3 adult vlunteers invlved each week in ne f the majr yuth prgrams. Others help ut at special events r behind the scenes thrughut the year. The ministry is led by a part time directr f yuth ministry wh has been at the church since While there is a part time assistant psitin it has been vacant since December and the intern rle has just recently been filled. St. Mark s yuth meet in a clean, well-equipped large rm. The cuches, smaller seating areas and massive flat screen give it a relaxed living rm type f feel. It is a versatile and spacius rm this is designed t serve multiple purpses. Attached t the rm is a smaller breakut rm that als serves as the directr f yuth ministries ffice. Ministry Architects was invited in by the rectr as a part f a larger visin and initiative t strengthen bth the children s and yuth ministries in the church. Ministry Architects began this prcess by ding a 3-day assessment in Octber f 2015 with the children s ministry and prviding them a blueprint with hw t mve frward in creating sustainable ministries at St. Mark s Episcpal Church. The prcess has cntinued with the launch f this assessment f the yuth ministry, which will als make recmmendatins abut hw St. Mark s might mve strategically frward. Ministry Architects met with 37 individuals in 10 fcus grups r ne-n-ne meetings. What fllws are the findings gleaned frm thse cnversatins alng with recmmendatins and a prpsed timeline fr the future. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 2 f 17

3 YOUTH MINISTRY IN CONTEXT One lens Ministry Architects likes t use fr understanding yuth ministry is the idea f the three rents. Yuth ministries that pay these rents tend t have much greater freedm t be creative, take risks, and experiment with innvative ideas. Thse yuth ministries that fail t pay these rents ften find themselves mired in distrust, secndguessing, and discuragement. It has been Ministry Architects experience that thugh these three rents, in and f themselves, d nt ensure an effective r faithful ministry, they are ften the mst immediate evaluatin tls used by yuth, parents, staff, and the cngregatin at large. Rent #1: NUMBERS A significant percentage f yuth need t be participating visibly in sme aspect f the church s ministry. It is imprtant fr this target number t be clearly agreed n by the church leaders and the staff. Irnically, when target numbers are nt established, the yuth ministry is typically mre likely t be judged by numbers than if the target numbers are clearly established. The cnsensus is that this rent is nt being paid. While many were very happy with the cmmunity and individual relatinships that were fund in the yuth grup the brad cnsensus was that there were nt enugh students participating in the ministry each week. Rent #2: PROGRAMS In rder t earn the right t experiment with changes, the yuth leadership needs t prvide the church with a few visible, effective yuth prgrams that give bth yuth and parents smething t talk abut. This rent als appears t be due. Incnsistent prgramming, lack f leader training and little lng term planning have all resulted in a less than stellar perceptin f the prgramming that cmes frm the yuth department. Rent #3: ENTHUSIASM The jyful enthusiasm and psitive attitude f the yuth staff, vlunteers, and the yuth themselves are essential t building trust with the leadership f the church and with the parents. Lw numbers, frustratins abut prgramming and a general feel f stalling ut, suggest that this rent is nt being paid n time. While n ne culd cmpletely identify the reasn there was a sense that the energy and passin did nt seem t be evident in the weekly prgramming f the yuth ministry. As the leadership f the yuth ministry develps its lng-range visin, it will need, at the same time, t be attentive t these three rents. In this sense, the yuth ministry faces parallel challenges. Ministry Architects pictures the parallel challenge this way: DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 3 f 17

4 1. Laying the Fundatin: Building a fundatin and infrastructure that will ensure the yuth ministry s future effectiveness, and at the same time, 2. Cntinuing t D Ministry: Maintaining the current yuth ministry in a way that builds the enthusiasm f yuth, their families, the staff and the church at large. As the yuth ministry leadership steps int this parallel prcess, fur rules f thumb yuth ministry nrms will be helpful t keep in mind. These are nt necessarily targets fr success; they are simply what an average church typically experiences: 1) 10% f the Wrshiping Cngregatin In a typical church, the size f the yuth ministry tends t settle at a number that is arund 10% f the wrshiping cngregatin. A church with an average wrship attendance f 405 culd expect an average weekly attendance f arund 41 yuth per week. The current weekly attendance f 25 yuth is belw what culd be expected frm the ministry 2) $1,300 per Yuth With a budget f apprximately $88,596 (including prgram budget, staff salaries, and benefits) dedicated t the yuth ministry, St. Mark s has the capacity t effectively reach and maintain a weekly participatin level f smewhere in the neighbrhd f 68 yuth in sme aspect f the church s life. With 25 currently participating every week, the ministry is well-funded fr cntinued grwth. 3) 1 Full-Time Staff Persn fr Every 50 Yuth Cnsidering all the psitins giving time t the yuth ministry, including a yuth directr, assistant yuth directr, intern and assciate rectr supprt, St. Mark s has the equivalent f a little ver 1 full time staff persn. Accrding t this rule f thumb, St. Mark s has the capacity t sustain the engagement f abut 60 yuth n a weekly basis. The current staff cnfiguratin allws rm fr significant numerical grwth. 4) 1 Adult fr Every 5 Yuth Ministry Architects likes t think in terms f spans f care, recgnizing that, realistically, mst vlunteers cannt effectively versee the church s Christian nurture f mre than abut five yuth n an nging basis. With 3 weekly vlunteers, St. Mark s Church is currently at a rati f 1 adult leader t every 8 yuth, giving the ministry a capacity fr 15 yuth weekly. In ther wrds, the team is t small t attend t the relatinal needs f the 25 yuth wh currently attend. The vlunteer pl will need t expand if the church wants t sustain its impact with yuth. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 4 f 17

5 BUILDING A SUSTAINABLE STAFF When a ministry is based slely n the giftedness f a single staff persn, instability is a predictable result. Ministry Architects has fund that the mst stable apprach t staffing a ministry, particularly in the early stages f a rebuild, is t build a staff f three different kinds f peple: The Architect: A persn r rganizatin that designs the building plan and ensures that building is dne in cmpliance with the agreed-upn plan. The General Cntractr: A persn r team wh manages the flw and sequencing f wrk, manages the building prcess accrding t the agreed-upn blueprint, and ensures that the apprpriate number f labrers is in place fr each stage f the prject. The Labrers: Thse peple charged with specific gifts and respnsibilities fr particular aspects f the wrk. In yuth ministry, a labrer might have particular skills in relating t yuth, in planning and managing events, r in teaching. Each f these rles is imprtant as St. Mark s pursues a mre sustainable mdel f yuth ministry. As the church mves frward, the fllwing bservatins will be helpful t keep in mind: In many churches, there is n persn r grup playing the rle f the architect. The ministry simply mves frm ne event t the next withut a clear visin r stated utcmes. Smetimes paid staff are nt given the time r training t d their imprtant wrk as the general cntractr f a cmplex ministry. The staff is ften expected t serve in all three f these rles. This is a recipe fr cngregatinal dissatisfactin and staff burnut. Sme churches hire a labrer wh is skilled at leading singing, playing games r teaching a Bible lessn. These labrers ften mature int an architect r a general cntractr, but nly if they are given permissin, time, and training. ASSETS Strengths t prtect in the current yuth ministry The Yuth Grup is a Safe Space Nt nly did we hear this in each listening sessin with yuth but their parents eched it as well. Over and ver students tld us f hw St. Mark s is a place where I can be myself and I can talk abut anything here withut anything t fear. One parent shared, my daughter has a place where she can cme and talk abut things that she might nt feel as cmfrtable talking with me abut. This srt f yuth ministry has created a deep and prtective nest fr the students f St. Mark s where they feel free t engage in DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 5 f 17

6 persnal and meaningful cnversatins abut their everyday life withut the fear f judgment r repercussin. Relatinal Yuth Ministry A natural by prduct f the safety that is created within the yuth ministry at St. Mark s is a deeply relatinal cmmunity. One student explained, I have schl friends and I have church friends and my church friends are the nes wh are there fr me in the tugh times. Anther yuth spke abut the grup saying, We are all really clse; it is a tight knit grup. One yuth did ffer a wrd f cautin saying, We are s, s clse and I knw that is gd fr us but realize that it can be tugh fr smene t break int the cre grup. While this can be a prblem the benefits f this highly relatinal cmmunity frmed within the yuth ministry cannt be denied. Students attributed a lt f this t the meaningful relatinships they have with the yuth staff at St. Mark s. Yuth Chir The chir prgram at St. Mark s is secnd t nne. With the prestigius Ryal Schl f Church Music qualificatins this tp ntch prgram has attracted a large number f yuth int its ranks. It nt nly serves t prvide excellent music and musical educatin, it has als becme a very imprtant part f the yuth ministry. One student said, We are at chir three times a week; that grup has gtten really clse t each ther. Anther yuth cmmented n the fact that there are many yuth wh, even when they d nt cme t yuth they still make it t chir. And a parent cmmented, My kid des nt miss chir, she lves it. This prgram has becme a mainstay in the life f the students and, cupled with the aclyte prgram, prvided a real place in the weekly wrship f St. Mark s. Heart fr Outreach and Service When we asked the yuth t talk abut what are sme f the great things that g n in the yuth ministry, time after time, they cntinued t g back t their strng desire and lve fr utreach and missin. Whether it is their annual Missin Weekend r the Christmas t the Street fd ministry, their passin ran deep fr helping the wrld arund them. When asked abut a recent missin prject ne yuth said, It was amazing ging ut and serving after the flding, yu see it n the news but when yu are there yu really understand it. A church member tld f the yuth s visibility by saying, Our kids are mst visible when they are serving and ding utreach. Parents agree nt nly f the imprtance f the utreach but just hw ingrained it is in the fabric f the yuth ministry. One mm shared; Service is just a part f wh we are, It is nt smething I wuld even mentin because it is just a given here. Parental Cmmunicatin Gd parental cmmunicatin is ften a rarity in yuth ministry but at St. Mark s the parents are well infrmed in a timely manner. Cmments like, the infrmatin is always there, it is detailed and rganized and, we knw what all is ging n at least 6 mnths ut are bth helpful t students and cmfrting t parents. Further questins revealed that it is nt just lgistical infrmatin that is disseminated but als say, each week we get an with what the kids are learning s at least we knw what is ging n with DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 6 f 17

7 their Sunday Schl class if we want t talk abut it. This type f cmmunicatin nt nly helps with retreats and weekly prgram participatin it is als a way fr parents t be able t mre intentinally engage their yuth s spiritual develpment. Willing Adults While there are very few actual adult vlunteers, there are mre than enugh adults wh gladly and willingly put their names frth t help. The willingness and even enthusiasm amng many f the adults was incredibly encuraging. One adult reminisced abut why adult vlunteers are s imprtant saying, I had sme imprtant adults wh were there fr me in yuth grup, that made yuth grup gd fr me, and nw I can d that fr ur kids. As we explred the lack f adults the answer was very simple, they had nt been asked. One parent tld us, I wuld lve t help ut with the yuth, I just need t be asked and tld what I need t d. I am just excited they wuld want me there! It is very evident that the resurces are plenty and with sme intentinality, recruiting, training and supprt St. Mark s can have an incredible adult vlunteer ministry with its yuth. Healthy Supprtive Staff There have been a lt f staffing changes in the past tw years at St. Mark s. Frm all indicatins the deliberative nature and intentinality in which the changes were made and the creative ways the staff has been restructured has resulted in a very healthy and supprtive staffing structure. Parents and yuth alike were aglw with the new Rectr and the recent additin f the new assciate rectr wh will be wrking with children, yuth and families. One parent, speaking abut the church as a whle said, This place has sme real mmentum; I cannt wait t see what is ging t happen at St. Mark s. CHALLENGES Obstacles t mving the yuth ministry strategically frward Lack f Easy Entry Pints The kids wh are regulars at yuth grup really seem t lve each ther and desire t spend time with ne anther. Part f the reasn that they care fr each ther s much is that they have a lng histry tgether, and while that is wnderful, it can als pse sme prblems. One yuth identified the challenge when they said, We have all been here since we were little, and it is really hard t cme in and be part f the grup if yu didn t grw up here. While it seems there is n intentin f excluding anyne, there is als n intentinality in inviting new yuth t cme and be a part f their happy little family, and it was said that, Yu are either in r yu are ut. There is n middle grund. Withut a plan in place fr welcming and fllwing up with visitrs and newer members, there is little chance t becme a part f this wnderful, lving grup. Chir/Yuth Grup Gateway In thery, the chir and yuth grup at St. Mark s are tw, unique ministry fferings fr yuth t be invlved in. Hwever, almst all f the yuth wh are engaged in the yuth prgram are als active in the chir. A cnsequence f tensin has develped fr yuth DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 7 f 17

8 wh wish t nly participate at yuth grup. One yuth, wh is active in bth prgrams, was aware f this dynamic and claimed that, there are kids that are nt in chir and they are feeling alienated. One parent expressed great frustratin and said, Music just desn t really speak t my child, but he wuld like t be a part f the yuth grup and it s just hard if yu dn t d bth. Currently, the tw prgrams are designed t be distinctly unique. Hwever, because yuth feel scially penalized when they are engaged in ne and nt the ther, the gateway t meaningful participatin in the ministry has cme with ultimatums. Meaningful and ultimatums d nt wrk well tgether in healthy ministry. Maturity Mix Older yuth feel like they need mre time away frm the yunger grups. One high schl student summed it up perfectly when they said, We like the junir high kids and all, but smetimes we need a space t talk abut mre serius things that are mre ur age. While there was a recent yuth leadership retreat fr the ldest grup f yuth, there appears t be n cnsistent times fr the high schlers t cme tgether fr learning and fellwship withut the presence f their yunger cunterparts. A single, annual gathering is nt substantial enugh t meet the scial, emtinal, and spiritual needs f this enthusiastic grup. N Clear Visin The staff, parents, and yuth are passinate abut the yuth ministry; they are excited abut what they have and wuld like t have an even richer and mre meaningful experience. But when asked t dream big and articulate a clear picture f what they envisined fr yuth ministry, mst mentined vague dreams that came frm their past experiences with the grup. One parent claimed, I knw what s n the schedule, but I m nt sure if I can tell yu why we are ding the things we have planned. It seems as thugh little effrt has been made t cast a shared visin in which everyne can rally arund. Trying t run a prgram withut clear gals is like ging n a rad trip withut stating yur desired destinatin. Yu can get in the car and burn a lt f gas, but at the end f the day yu may nt have arrived at a mre desirable lcatin. Determining sme clear gals will be critical in mving frward twards a strnger yuth ministry prgram. Undivided Attentin The verwhelming majrity f yuth and parents agreed that the current yuth minister has a wnderful rapprt with the kids. One yuth said, I wuldn t change Tdd. Tdd is a really cl guy. I can tell him things, and anther simply said, Tdd is the best! The Parish f St. Mark s has smene they really lve they simply want mre! Mst parents strngly expressed an interest in having smene available n a full time basis, smene, wh has time t grw and strengthen the prgram. With the pl f kids that the church has t pull frm, having a full time yuth minister n staff is cmpletely justifiable, and will be necessary fr the ministry t grw t its full ptential. Lack f Intentinal Spiritual Frmatin There is n dubt that the yuth ministry deeply shapes the individuals wh participate in it. In regards t relatinships and cmmunity, St. Mark s yuth ministry has a very strng presence in the lives f its students. While its presence is strng relatinally many DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 8 f 17

9 believe that it is very lacking in engaging the students in intentinal Christian frmatin thugh learning, thelgy and biblical study. When asked abut a plan fr hw the yuth learn r a lng-term gal mst came up at a lss. One parent tld us that they are wrried that [their student] will nt receive a well runded spirituality in the prgram at St. Mark s. One yuth said I am nt sure there is really a plan fr what we learn. Anther added, It is very incnsistent, and smetimes feels like it is decided a few minutes befre Wednesday night starts. Parents and yuth bth expressed cncern ver the lack f intentinality in regards t an agreed upn plan fr spiritual frmatin. Lacking Structure The yuth lve their time tgether and repeatedly referred t the grup as a safe place where they can be authentic. They did, hwever express sme disappintment in the fact that there ften isn t much structure t their time tgether. One yuth used the wrd chas t describe their time in the yuth suite, and anther said that n Sunday mrning, they get lemnade and dughnuts and the hur is like a cage match. Surprisingly, mst f the yuth seemed really excited when we used the wrd rganizatin t describe what they were lacking. They were thrilled by the prspect f sme rganizatin and intentinality in their gatherings. Parents als claimed that their kids are busy and when they cme t yuth grup, the kids want t knw that they are ging t receive smething f substance, therwise they will just feel like they missed an pprtunity t knck ut sme hmewrk. While free, fun time is imprtant; we cannt neglect the need and desire f yuth t talk abut real life issues in relatinship t their faith. Semi Dependent Ministry Oftentimes when a church has a very strng area f ministry that des nt fall directly under the umbrella f the yuth ministry, it and the yuth ministry can have a symbitic relatinship with a mutually beneficial cexistence. If hwever the yuth ministry begins t falter and is nt as healthy it can and will begin t default its identity and energy t the strnger f the tw ministries. This appears t be happening between the yuth and chir ministries at St. Marks. The chir ministry is nt in cmpetitin r harming the yuth ministry, rather its success makes the lack f enthusiasm in the yuth ministry mre prnunced. In the case f St. Mark s yuth ministry it has caused much f the attendance t seem t depend n the chir prgram and its success. One parent nted If we were t remve the chir ministry right nw it wuld cause the cllapse f the yuth ministry. Unless the yuth ministry defines its identity and clarifies its unique missin, nt in cntrast t the chir but as mutually beneficial, then it will cntinue dwn this precarius path. Cnfirmatin is a missed pprtunity In many ways, the cnfirmatin prgram seems set up fr success: they have leaders that are cmmitted and described as amazing, there is a histry f a mentrship prgram, and the class des a service prject. Hwever, the elements f the prgram are a bit haphazard and certainly nt leveraged t their full ptential. When asked abut the gals f cnfirmatin, ne parent said, the gal is t get them cnfirmed- that s it. The cnfirmatin leaders even seemed puzzled when asked abut their bjectives and DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 9 f 17

10 said, I dn t knw. We weren t given a clear jb descriptin. In rder fr the cnfirmatin prgram t be successful, there needs t be a clearly defined purpse with prgrammatic elements designed t achieve thse gals. The yuth and families are willing t cmmit t a nine-mnth prgram that des nt capitalize n the time. The fruit is hanging lw fr St. Mark s t give the yuth a mre meaningful and rich experience in their faith frmatin. Brken Vlunteer Culture - With the exceptin f a small handful f vlunteers that manage the cnfirmatin prgram, there are n adult vlunteers that participate in the yuth prgram n a regular basis. All yuth grup gatherings are managed by paid staff members and it was stated that the staff, desn t really call n the parents t help. The lack f adult participatin is unfrtunate and rbs the yuth f valuable relatinships. St. Mark s vlunteer culture seems t be lacking in the fllwing ways: - The Parent Trap: Parents and yuth seem t understand the nly way fr yuth ministry t be successful is t nt have parents as vlunteers, and this is simply nt the case. It is true that adults utside f the parent realm are needed as advcates and stakehlders in the ministry, but aviding parents in the paradigm is cstly and unnecessary. - Vlunteer Recruitment: Vlunteers are nt seen as a cnsistent, necessary, and meaningful part f the yuth ministry prgram and are nly turned t as a last resrt. As a result, there is n clear system in place fr recruiting adult vlunteers t invest in the life f the yuth. - Vlunteer Training: The vlunteers that are in place d nt appear t be receiving any frm f training r clear directin. They are being handed materials and are then left t their wn t figure ut the rest. One leader said, I like t d things well, but I haven t felt prepared. I dn t feel like I have dne a very gd jb. It s n surprise that vlunteers wh have n training r guidance will lack the kind f impact they want t have. If yu thrw smene in a pl wh has never even tuched water befre, they are prbably nt ging t be an Olympic swimmer. In fact, they may even drwn. The vlunteers need t be given sme clear guidance n hw t navigate the waters f yuth ministry effectively. We re Lsing Cntrl There are several very imprtant systems and dcuments that are missing frm the yuth ministry at St. Mark s. Yuth ministries struggle t grw when an adequate framewrk has nt been prvided t supprt that grwth, and can lead grups t feel like they are flying by the seat f their pants. The fllwing items and systems are currently missing: - Attendance Tracking rster-based attendance is nt currently being taken at yuth ministry activities. Leaders have a vague estimate f hw many kids are attending, but cannt verify which yuth have been cming frm ne week t the next. This makes it difficult t fllw up with missing yuth. It als creates sme easily avided liability. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 10 f 17

11 - MIA and Guest Assimilatin Prcess in additin t keeping track f attendance, there needs t be structures in place that include a regular check in system fr yuth wh have been missing in actin, as well as welcming and fllwing up prcedures fr guests. - Majr Event Ntebks Hallmark events, like Christmas t the Street, have are deeply rted in the DNA f the ministry but have nw gathered, accessible prtal f infrmatin that supprts the planning and executin f the event. The lack f such accessible infrmatin has made events mre time cnsuming than necessary t repeat and mre difficult t pass n r apprentice ther leaders. - Yuth Ministry Manual the budgets, game plans, calendars, jb descriptins, and curriculum plans may be in existence, but the infrmatin is nt centrally lcated fr easy access. Keeping these basic items tgether can help save sme future headache. Where s the Bridge? In all churches, we find that there needs t be an intentinal plan fr hw children are mved frm the children s ministry int the yuth ministry. Regardless f which grade is determined t be the best place t make this transitin, it is essential that kids and their families knw hw the prgressin takes place and are educated as t what new respnsibilities and pprtunities cme with the mve int yuth. The step frm being cnsidered a child t being a yuth is significant in the life f a yung persn, and if nt handled practively, can als be the place where a yung persn (and their family) walks away frm the church (and smetimes the faith). This was phenmenn was evident thrghut the listening grups as a large number f parishners described the real difficulty f traversing the gap between the children s and yuth ministries. RECOMMENDATIONS 1) Reframe the next 18 mnths as a time f gal-setting and infrastructure building fr the yuth ministry. Target July 2017 as the date fr achieving sustainable structures fr the yuth ministry knwing that incremental successes will be seen thrughut the renvatin. 2) Establish a Prayer Team t undergird this renvatin prcess. 3) Present this reprt t the Vestry, requesting that they endrse an 18-mnth strategic design prcess fr the yuth ministry. 4) Establish a Yuth Ministry Renvatin Team, made up f fur t five vlunteers wh reprt regularly t the Assciate Rectr fr Family Ministries. These nn-anxius, gal-riented peple will free up the staff t fcus n exceptinal day-t-day ministry, while the Renvatin Team fcuses n the recmmendatins belw. These recmmendatins include tw verarching respnsibilities: I. Wrk with the yuth ministry leadership t address the immediate pressure pints facing the ministry as they transitin tward sustainability. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 11 f 17

12 II. Establish a cnsensus fr the directin f the ministry and take respnsibility fr implementing the strategic, lng-term changes recmmended in this reprt. 5) Engage the services f Ministry Architects t take respnsibility fr: Wrking with the staff and vlunteers t ensure the achievement f the utcmes utlined in this reprt s timeline, Assisting the yuth ministry in vercming the bstacles that are certain t arise in the prcess f restructuring and fine-tuning the yuth ministry. RENOVATION TEAM TASK #1: Address the Pressure Pints (Accmplish these urgent tasks first t create a healthy climate cnducive t change.) Pressure Pint #1: Develp a Strategic Vlunteer System Start the hard, but rewarding wrk f changing the vlunteer culture by ding the fllwing: - Identifying each f the weekly prgrammatic ministry vlunteer needs - These shuld be based n guidelines established in Safe Guarding Gd s Children - Shuld als be based n a 1:5 adult student rati - Recruiting the necessary vlunteers t fill thse psitins. This can be dne by: - Making a list f immediate vlunteer psitins that need t be filled. - Using the church pht directry t create a list f ptential vlunteers. - Dividing up the list f ptential vlunteers and begin calling them persnally, jyfully inviting them t be a part f the ministry. - G back t step ne until all psitins have been filled. - Train and Equip the new vlunteers with the tls fr a successful ministry. These tls shuld include: - Safeguarding Gd s Children training - A clear jb descriptin - The curriculum they will be using and training n hw t use it - A calendar that reflects the usage f the curriculum, leads fr each gathering, and ther applicable infrmatin - A rster fr the grup they will be respnsible fr - A clearly defined system fr reprting t the yuth minister abut cncerns and things t be celebrated - Straight frward guidance n apprpriate and meaningful ways t be in relatinship with yuth - Preserve the vlunteer system by: - Publically thanking them fr their cmmitment t the ministry - Annually checking in with vlunteers t gauge their effectiveness and satisfactin in the rle - Maintaining a fishing pnd f 40 ptential vlunteers. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 12 f 17

13 Pressure Pint #2: Weekly Prgram Ministries Plan Develp a diverse, purpseful, exciting and apprpriate plan fr weekly yuth prgrams at St. Mark s Episcpal Church fr the schl year. Diversify prgramming Sunday Schl Adpt a unifrm curriculum fr each class that is age and stage apprpriate. Plan fr enugh vlunteers t keep yuth separated by age grups. Train vlunteers n hw t mst effectively lead classes and use the curriculum (i.e min segments etc.) Cntinue t keep parents and yuth up t date with what is being taught thrugh a weekly cmmunicatin plan. Wednesday Night Yuth Grup Upgrade the structure f the evening t prtect the purpse and impact f the prgram. Cnsider the fllwing schedule: 5:30-6:00 Dinner the yuth minister meets with the member f the yuth leadership team wh will be leading the Gspel reading fr the FOLLOWING week, allwing fr caching time. 6:00-6:05 Travel t yuth space 6:05-6:10 -- Annuncements 6:10-6:20 - Intr game, activity, etc that encurages fellwship and settles them fr discussin. 6:20-6:25 Yuth Leadership Team member presents the Gspel reading and shares the sme persnal insight, withut presenting all the questins. 6:25 6:35- small grup discussins Present questins related t the Gspel reading 4-5 students, including a leader Jr. and Sr. high separated 6:35-6:45 return t larger grup clsing thughts frm yuth minister r leader 6:45-6:55 cmpline dismissal Special Fellwship/Outreach Opprtunities Build up the schedule t include extra times f fellwship and/r utreach amng the yuth every 4-6 weeks. Pressure Pint #3: Cnfirmatin Plan Develp and implement a cnfirmatin plan fr schl year that represents what the parish desires fr this majr milestne f spiritual develpment. Identify and address the pitfalls f the current mdel. Dcument what wrked well in the previus incarnatins f the cnfirmatin prcess. Determine requirements needed fr smene t cmplete the cnfirmatin prcess. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 13 f 17

14 Invlve clergy and staff in the resurcing and staffing the new cnfirmatin plan Cmmit t an agreed upn resurce as the basis f the cnfirmatin prcess and train all leaders in this new curriculum. Clearly cmmunicate the new prcess, requirements calendar, schedule, trips and retreats f the cnfirmatin prgram t the rising cnfirmatin students and their parents. Develp an apprpriate, family and church wide rite f passage (cnfirmatin ceremny)that nt nly recgnize the cnfirmands in their peer grups and families but als des s in the sight f the entire parish. Reevaluate the prcess after cnfirmatin is cmpleted, with parents, staff, clergy and yuth and make any adjustments necessary fr the fllwing year. Areas t Evaluate Leaders Curriculum Time Requirements Mentrship Invlvement Publicity Cmmunicatin Milestnes Trips Attendance befre, during and after cnfirmatin is finished Parental engagement Pressure Pint #4: Increase the Staff Psitin Prpse a clear, apprpriate lngterm staffing plan fr the yuth ministry that will prvide the church with significant capacity t grw the prgram. We suggest these steps in transitining t a full-time psitin: Develping a strategic staffing plan that addresses current and future needs f the yuth ministry prgram. Create results-riented jb descriptins fr any psitins identified in the strategic staffing plan. Decide if the yuth directr will fill the architect, cntractr r labrer rle. Pressure Pint #5: Cast a Visin Casting a visin fr the yuth ministry will prvide a clear and unique identity. In rder t set a directin and cast a trajectry fr the ministry, invite stakehlders f yuth ministry (yuth, parents, vlunteers, priests, and invested members f the parish) t participate in a multi-sessin, n campus prcess f visining fr yuth ministry with Ministry Architects, resulting in the fllwing dcuments: A Ministry Missin Statement that will drive the prgrams and hld the calendar accuntable. A Statement f Values that will name the spirit in which St. Mark s Episcpal is cmmitted t appraching yuth ministry. A Set f Three-Year Revlving Gals that will rally the team and harness the heart fr new initiatives. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 14 f 17

15 An Organizatinal Structure fr the Ministry that will prvide clarity fr staff, vlunteers, and parents. RENOVATION TEAM TASK #2: Establishing a cnsensus fr the directin f the yuth ministry and the creatin f its infrastructure, including the cmpletin f the fllwing tasks: BUILDING INFRASTRUCTURE AND STABILITY Cntrl Dcument Develpment: Cmplete and publish an 18-mnth calendar, create majr event ntebks t help event planners succeed, and generate a preventative maintenance calendar that schedules behind-the-scenes activities fr each mnth (like September: nail dwn the date fr next year s high schl missin weekend ). Cmpliance Dcuments: Ensure that cpyright licensing fr music and vides has been btained, an applicatin and screening prcess fr every vlunteer is in place, and all adults wrking with any yuth affirm a sexual abuse/child prtectin plicy. Attendance: Track attendance fr all yuth activities. Marketing: Establish clear internal marketing prcesses that allw parents, yuth, leaders, and the brader church t be expsed t the successes and gd news surrunding the yuth ministry. Cmmunicatin: Establish nrmative prcesses fr effective and timely cmmunicatin with parents, yuth, and leaders utilizing as many frms f cmmunicatin as pssible including updating the yuth page f the church s website, Facebk, mass texting, mail, , etc. Yuth Ministry Manual: Develp a Yuth Ministry Manual, including the mst recent yuth directry, a Mnth calendar, results-based jb descriptins fr staff and vlunteers, cmpliance dcuments, budgets, game plans, a preventative maintenance calendar, and ntes fr every majr yuth ministry event. Fall Kick-Off/Parent Orientatin: Develp an intentinal, family-based, incredibly fun Fall Kickff event t launch the yuth ministry in the fall f Use that event t cast the visin, share infrmatin, welcme new cmers, and build enthusiasm abut the year ahead. Enlist an Experienced, Prfessinal Cach: Invite Ministry Architects t play the cach rle during this renvatin perid. Ministry Architects wuld ffer experienced directin fr the building f an infrastructure fr the yuth ministry and prvide nging caching fr the yuth ministry staff members as well as the Renvatin Teams. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 15 f 17

16 DEVELOPING AND NURTURING STAFF AND SERVANTS Staff Develpment: Prvide mechanisms fr n-ging educatin and caching fr the yuth ministry staff including caching, reading, and seminars. Sustainable Pace: Help each yuth ministry staff member develp a rhythmic week including a Sabbath and balcny time (that is, time t lk at the big picture and make strategic plans). Leadership Develpment: Cmplete results-based, written jb descriptins fr all paid and vlunteer psitins in the yuth ministry and create a structure fr the nging training f all vlunteers at least quarterly. Leadership Launch: Schedule and implement an inspiring leadership-training event fr all vlunteer yuth wrkers at the beginning f each schl year. DEVELOPING CLEAR STRATEGIES AND NEW INITIATIVES High Schl Opprtunities: Develp an intentinal strategy fr ensuring that the high schlers have regular pprtunities fr learning and fellwship away frm the yunger members f the yuth grup. Measurable Markers f Effectiveness: Determine reasnable participatin gals fr all yuth ministry events and weekly prgrams thrugh August 2017and take respnsibility fr filling thse events. Welcme Squad: Recruit, train, and deply 4-8 yuth at each prgram with the task f creating a welcming envirnment fr new yuth, r thse wh are less invlved. Teach them hw t meet new yuth and t guide new yuth int the prgram. Use this as an pprtunity t help the welcme squad fllw-up with new yuth wh cme t prgramming and prvide a relatinal engagement int the ministry. Missins and Outreach: Cntinue t build n the desire f yuth and parents t make a difference in the wrld, as well as their lcal cmmunity. Develp a clear, fcused calendar fr invlvement in lcal agencies, as well as reginal, and pssibly internatinal missins. Evaluate the current service prjects fr effectiveness. Create a plan fr prmting and expsing the cngregatin t missins thrughut the year. Yuth Cntact: Develp and implement prcesses fr ensuring that all yuth feel welcme at yuth events -- each yuth r yuth parent in the church receives a cntact frm smene n the yuth leadership team at least nce a mnth First-Timer Prcess: Develp a prcess fr welcming new families, yuth, and guests t the church s that they feel warmly welcmed. Dcument a timely fllw up plan t ensure their return t the church. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 16 f 17

17 Dividing One Yuth Grup int Tw Yuth Grups: Cnsider the pssibility f splitting the yuth grup int middle schl and high schl grups starting in September If a decisin is made t split, the fllwing shuld be in place by June: Recruit at least tw vlunteers fr each grup. Recruit a cre grup f high schl yuth (three t five) wh wuld be willing t cmmit t leading the charge fr the new high schl prgram. Regular fellwship time fr the vlunteers and cre yuth t be tgether ver the summer. Rites f Passage (r Milestnes): Develp a written plan fr the prcesses, events, and privileges that will: Welcme and cnnect the new 6 th graders and their parents int the yuth ministry. Welcme and cnnect the 8 th graders and their parents t the Cnfirmatin prgram. Welcme and cnnect the new 9 th graders and their parents int the high schl ministry. Launch the church s high schl graduates frm the yuth ministry, cnfident that they are surrunded by a supprting church family and cmmitted t live ut their faith as adults. DESIGN sustainable, deep-impact ministries, ne church at a time BUILD the cmpetence, jy, and lngevity f ministry prfessinals CONSTRUCT bridges t the best ministry resurces available tday Page 17 f 17