North Oregon Coast Chapter 30181

2005

Table of Contents

NORTH OREGON COAST CHAPTER POLICIES AND GUIDELINES

The purpose of these chapter-specific guidelines is to address the needs of the people and communities we serve in a manner that will maximize the impact of the funds allotted our chapter. All chapter level guidelines are subject to review and change by the Chapter Leadership Board.

THRIVENT MISSION, VISION, AND VALUES:

Mission: Thrivent Financial for Lutherans is a faith-based membership organization called to improve the quality of life of its members, their families, and their communities by providing unparalleled solutions that focus on financial security, wellness and caring for others.

Vision: Our vision is to be the organization that Lutherans, Lutheran congregations and Lutheran institutions seek first when pursuing their financial goals. More than creating financial solutions, we add the unique capability of enabling Lutherans to demonstrate their care and concern for others.

Values: Thrivent Financial for Lutherans was founded to help Lutherans care for and support one another in times of need, guided by the principles of the Christian faith. We remain committed to this rich fraternal heritage as we strive to achieve the highest possible good for members, staff and society. We hold these values to be essential as we work to fulfill our mission, vision and strategies.

Values of Chapter Leaders:

• Stewardship: Making sure that what is best for members drives my every decision.
• Accountability: Being accountable for my individual actions.
• Integrity: Treating other with honesty, respect and dignity.
• Growth: Being committed to personal and organizational growth.
• Community: Demonstrating concern for the whole person.

DEFINITIONS:

• Locally Supported Chapter Activities: Activities that are social (e.g., confirmation recognition, coffee hours), administrative (e.g., meetings), or hands-on service activities by Chapter members that do not utilize funds from any of the three chapter Care programs.
• "Non-funded" activities: (See "locally supported" chapter activities)
• Not-For-Profit Organizations: local communities or organizations that are exempt from federal income tax under section 501(C)(3) of the Internal Revenue Code. (This includes charitable, educational and religious organizations; but excludes congregations.)
• North Oregon Coast Chapter: Includes the 15 Lutheran congregations starting at Tillamook and going north up the coast to Astoria, and down the Columbia River to Scappoose.

I. PROJECT FUNDING:

There are three dominant types of projects funded by Thrivent for Lutherans and the North Oregon Coast Chapter. They are:

1. Care Abounds in Communities
2. Hands-On Service Projects
3. Care in Regions

All programs will be administered according to the program guide booklets published by Thrivent Financial for Lutherans, with the following exceptions:

• 50% match on actual net funds raised (gross funds raised, minus expenses incurred = Net Funds Raised) and cannot exceed the annual funds available for the chapter
• $1,600 maximum for non-profit organizations, or $5000.00 maximum for individual/family projects; and cannot exceed the annual funds available for the chapter
• Community hands-on service projects can receive a maximum of $1600 per approved activity. Activities are reimbursed up to the amount of expenses incurred for the purchase of required materials, not to exceed the maximum funding limit. 50% of the grant will be sent upon Board approval; with the remaining 50% being sent upon completion of the project and submittal of all receipts to the Board’s Financial Director verifying actual costs.

Note: The Chapter Leadership Board will conduct quarterly reviews and make budget adjustments as needed, which may impact disbursement levels.

A. Receipt Requirements:

Every chapter service team that receives funds through the Care in Congregations, Care Abounds in Communities and Care in Regions programs must submit a receipt envelope to the chapter leadership board to document all donations, income, and expenses.

Receipt envelopes will be provided to service teams by the Chapter Leader Financial Director after the NOC Board has approved an activity for funding.

NOTE: The leadership board does not disburse final grant dollars until the receipt envelope has been received.

B. Preference will be given to projects that provide:

• Greatest potential for fulfilling Thrivent’s mission, vision and values
• Reliable information verifying that the project fits into our guidelines for granting requests
• The highest potential for volunteer involvement and hours
• The greatest impact with support given (i.e., are there other resources available? Ability of person to pay, etc.)
• The greatest feasibility for success
• The ability to link or leverage other resources in order to maximize impact
• The greatest potential for positive Thrivent exposure

Note: Projects submitted in time for yearly budgeting on December 30th, and quarterly reviews on June 30 and September 30 will be given priority. However, should an emergency arise between the budgeting dates, proposals can still be submitted for consideration, if funding allows.

C. All proposals must meet the following requirements:

• Contain a clearly verified need
• Contain a clearly defined purpose, process, and goal
• Be submitted on the official Thrivent "Project Funding Request Form" with proper completion of all categories. The questionnaire may be submitted either hardcopy or electronically.
• Requests from outside the chapter be sanctioned by the Region.

D. General program requirements: The following information may also be found at www.Thrivent.com:

• Care Abounds in Communities (CAC) is an annual program. A service team can make multiple requests throughout the year. Activity requests can be submitted by the chapter up to December 19; so community requests need to be completed and submitted to the chapter prior to December 10. (Please note our chapter's preferred process dates stated above.)
• The chapter has sole responsibility for managing the chapter’s funds available throughout the year.
• To qualify for activity/funding approval, the community service team (CST) must include at least one individual from a minimum of six Thrivent Financial member households whose members play an active role in the activity.
• There is no limit on the number of fund-raising and/or hands-on service activities that can be conducted by a congregation per year, as long as the chapter’s available funds are not already expended.
• A minimum of $100 needs to be requested from the chapter in order for an activity to be eligible for fund disbursement. (Please note: According to our chapter's disbursement guidelines for this year, this means that all projects must raise a minimum of $200 to receive additional funds.)
• Activity requests and activity reporting is done by contacting a member of the Chapter Leadership Board. For the NOCC Chapter, please submit all proposals to: Coral Cook, chapter vice-president.
• Maximum project funding to benefit a named individual/family is $5,000 and cannot exceed the annual funds available for the chapter.

II. OPERATIONAL FUNDING:

A. Congregational Operating Funds:

In addition to the funds provided by the Thrivent for Lutherans Chapter system, the North Oregon Coast (NOC) Chapter Leader Board will provide each congregation with an annual $75 grant from the NOC Operating Funds to help cover basic operating expenses incurred by Thrivent Congregational Coordinators. These funds can be used at the discretion of the Congregational Coordinators for (Non-Funded) Locally Supported Chapter Activities. The grant will be given upon formal written request from a Congregation’s Thrivent for Lutherans Coordinator group.

B. Chapter Operating Funds:

• The NOC Chapter will reimburse Chapter Leaders .28 a mile for travel when attending Thrivent related meetings.
• Requests for reimbursement along with accompanying receipts and supporting written documentation must be formally submitted at a chapter leader meeting; and approval or disapproval recorded in the minutes.

III. VOLUNTEER HOURS:

As a fraternal organization, it is critical that accurate and complete tracking of volunteer hours occurs.

A. Project Hours

All hours volunteered during the planning, organizing, and completion of approved projects will be recorded at the time of reporting the final project results in the appropriate on-line reporting and tracking system.

B. Locally Supported (Non-Funded) Hours

• Congregational non-funded hours will be reported on-line by the Congregational Coordinators at the time of project completion.
• Chapter non-funded hours will be reported on-line by the Chapter Records Director after each monthly Board meeting.

IV. BOARD OPERATIONS:

A. Meetings

• The NOC Board will meet the first Tuesday of each month, from 7:00 p.m. — 8:30 p.m. unless otherwise notified. Meeting locations will rotate from congregation to congregation to promote chapter relations. A schedule of meeting locations will be publicized at the beginning of each year, and on the chapter’s web site. Every other month, meetings will be held at one of the communities’ congregational facilities; and phone conference meetings will be utilized on alternate months.
• Congregational Coordinators are welcome at Chapter Leader Board meetings; but their attendance is not mandatory.

B. Operating Procedures

• Standard Operating Procedures Manual: In order to operate effectively and efficiently, the Records Director will maintain a Standard Operating Procedures (SOP) manual. In order to maintain an attitude of continuous improvement, the Chapter President will regularly facilitate "Lessons Learned" activities and the Records Director will see that any resulting changes or improvements to processes and procedures is recorded in the SOP manual. The manual will include the following:
  • Structure: In addition to the required and recommended positions listed by Thrivent for Lutherans, the NOC Chapter will have three Advisory positions — two Financial Advisors and one Web Master to maintain its chapter web site. These are non-voting, advisory positions at a chapter meeting; but expenses related to their Thrivent-related job requirements will be covered from the NOC Operating Funds.
  • Job Descriptions:
  • Work Processes: All critical processes and procedures for maintaining a smooth operating chapter.
  • Training: The training of Congregational Coordinators will occur under the supervision of the NOC chapter. In addition to orientation training conducted by the assigned chapter leaders, annual training events for Congregational Coordinators will be conducted by the Leadership Board
    • The training of Chapter Leaders will occur under the supervision of the Regional Community Service (CS) Representative assigned to the North Oregon Coast Chapter. In addition to orientation training conducted by both the CS representative and NOC Chapter Leaders, annual training events for Chapter Leaders will be conducted by the Regional CS Representatives. All Chapter leaders are strongly encouraged to attend these annual training events. Mileage will be reimbursed from the chapter’s operating expense account.
  • Strategic Planning: An annual chapter planning meeting will be held each fall. Representation from each Congregational Coordinator team is encouraged (but not required).

C. Communications:

Communication systems utilized by the NOC Chapter to keep communications open and chapter membership informed will include (but is not limited to):

• Chapter Web Site
• Bi-Monthly President’s Report to Congregational Coordinators
• Quarterly Chapter Newsletters to all Chapter Members

D. Elections:

• National: The National Board of Directors elections will be conducted via mail under the auspices of the National Thrivent for Lutherans organization. The Chapter’s role is to encourage benefit members to mail in their votes.
• North Oregon Coast Chapter Leader Elections: Each fall the NOC Chapter Vice President will organize, conduct and report the annual chapter leadership elections. This includes the nomination, balloting, and counting processes.

E. Audits and Accountability:

Not only is accountability part of good organizational ethics, it is a necessity for quality improvement and our fraternal organization status. The following tools will be used to maintain accountability and facilitate annual auditing processes:

• Minutes: Minutes are to include:
  • Dates, locations, persons in attendance
  • Reporting of non-funded hours, and submittal and approvals of operating expenses by board members
  • Community Projects submitted, action taken, and a brief description of why project was adopted or denied
  • Congregation Projects completed and indication of receipts received
  • All other business actions taken, and assignments made — including who, will do what, by when?
• Written Reports: To help maintain clear communications, increase meeting efficiency, and make the writing of minutes easier for the Records Director, written reports prior to the monthly meetings by the Chapter Leader membership are strongly encouraged.
• Controlled Documentation:
  • All minutes will be stored on-line in the appropriate Thrivent Financial location so the chapter receives credit for meetings held.
  • All information - such as names of chapter leaders, congregational coordinators, chapter activities, etc. - will be maintained on-line in the appropriate Thrivent Financial location so the chapter can pull automated and up-to-date summary reports at all times.
• Audits: Audits are not only a legal requirement, they are to be viewed as valuable learning experiences and opportunities for process improvements.
  • The Chapter President will appoint a minimum of two persons each January to audit all financial records and operating procedures for the previous year. Auditors may not be part of the Chapter Leader Board, nor directly related to them.
  • The Chapter President and Financial Director are to be readily available during the auditing process.
  • The auditors must sign and submit the signature forms at the back of the end-of-year Chapter Summary Report. All audits must be completed and reported by February 28.

Originally Adopted June 3, 2003
Revision 2 Officially adopted June 1, 2004

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