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 to Chapter #30763. All chapter level guidelines are subject to review and change by the Chapter Leadership Board.

THE MISSION STATEMENT: TO GLORIFY GOD AND NURTURE OUR MEMBERS, CHURCHES, COMMUNITIES AND REGION THROUGH: FAITH, SERVICE, FELLOWSHIP AND EDUCATION, MOTIVATED BY LOVE, CARING AND CONCERN.

CHAPTER VALUES:
Stewardship: Making sure that what is best for members drives our every decision.
Accountability: Being accountable for our individual actions.
Integrity: Treating others 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 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.)
#30763 Chapter: Includes 33 Lutheran congregations and is a part of the RFO 230 (Ohio)

1. 2011 PROJECT FUNDING:
In 2011, $15,455 will be available for Care Abounds in Communities Activities. This is $1775 less than the amount received for CAIC activities in 2010.

HEALTH, FOOD, CLOTHING AND SHELTER ARE THE FOCUS OF OUR FUNDING

The dominant type of project funded by Thrivent Financial for Lutherans and the #30763 Chapter is Care Abounds in Communities
.
Information about the Care Abounds in Communities® is located under the “Programs & Outreach” section of the Thrivent.com (under the Thrivent Community tab).
From the Programs & Outreach page, click on Volunteering Programs to access
information about the program. You can access:
• The program requirements chart
• Types of activities eligible f or funding
• Step-by-step descriptions of the processes from identifying a need to reporting the activity and distributing the funds. Funding flow charts are illustrated below these step-by-step descriptions.

The information is separated into small sections so that you can print only the information you need (in a printer-friendly format).

All programs will be administered according to the Care Program processes and guidelines available on Thrivent.com —for Chapter Leaders and Congregational Advocates with the following exceptions:
The funds may be supplemented at the Boards discretion, and are based on the actual net funds raised; volunteer hours accumulated and cannot exceed the annual funds available for the chapter.
Community fund raising projects may receive a $1,600 maximum for non-profit organizations (if at least $4800 raised), or $5000.00 maximum (if up to $15,000 raised) for individual/family projects; and cannot exceed the annual funds available for the chapter.
It is REQUIRED that at least $3.00 be raised for every $1.00 requested.
Community hands-on service projects can receive a maximum of $1600 per approved activity and cannot exceed the annual funds available for the chapter. It is REQUIRED that 1 hour of volunteer service is given for each $2.00 provided for hands-on service projects. Hands-on Activities may be 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, if requested, will be sent upon Board approval; with the remaining QUALIFIED AMOUNT being sent upon completion of the project and submittal of all receipts to the Board’s Financial Director verifying actual costs.
THE CRITERIA FOR FUNDING ACTIVITIES THAT ARE PARTNERED ARE—
FOR THE FAIR SHARE AS FOLLOWS:
TOTAL VOLUNTEER HOURS BY ALL—EXAMPLE=100
TOTAL FUNDS RAISED BY ALL—EXAMPLE=$10,000
YOUR CHAPTER VOLUNTEERED 50 OF THE 100 HOURS
SO 50 HOURS (1/2 OF HOURS) ===EQUALS $5,000 (1/2 OF FUNDS)
SINCE A REQUEST IS FOR APPROVAL OF FUNDING, AND TOTAL HOURS AND FUNDS ARE NOT DETERMINED PRIOR TO EVENT, FUNDS WILL BE SUPPLEMENTED AT THE DISCRETION. OF THE BOARD.
Note: The Chapter Leadership Board will conduct quarterly reviews and make budget adjustments as needed, which may impact disbursement levels.
A. Receipt Requirements:
The service team that receives funds must submit: the following:
1. Report for funding activity results, and publicity mentioning Thrivent Financial for Lutherans.
2. Names of at least one individual from each of a minimum of six Thrivent member households. 3. All receipts or copies of receipts should be attached to the above report as well as the check if a fund raising activity. 4. Place the above items in an envelope and mail to the chapter’s Financial Director, Richard Strickler, immediately upon completion of the activity. This report is a fill able, printable form available to chapter leaders and congregational advocates via the Chapter Leadership or Congregational Advocate page on the left side under Forms on Thrivent .com
NOTE; The leadership board does not disburse final grant dollars until all the paperwork has been received. (funds raised and/or receipts)

B. Preference will be given to projects that provide: Greatest potential for fulfilling our mission
Reliable information verifying that the project fits into our guidelines for granting requests.
The highest potential 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 greatest potential for positive Thrivent exposure
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 "Request for Funding Questionnaire" with proper completion of all categories. The questionnaire for Care Abounds in Communities may be submitted either hardcopy or electronically to the Financial Director.

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

Care Abounds in Communities (CAIC) is an annual program. A service team can make multiple requests throughout the year. Activity requests can be submitted to the chapter up to DECEMBER 1; so community requests need to be completed and submitted to the chapter prior to DECEMBER 1
The chapter board has sole responsibility for managing the chapter’s funds available throughout the year.
To qualify for activity/funding approval, service team must include at least one individual from each of a minimum of six Thrivent Financial member households who will play an active role in the activity.
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 $300 to receive additional funds.)
Activity requests and activity reporting is done by contacting a member of the Chapter Leadership Board. For the 30763 Chapter, please submit all proposals to: Richard Strickler, Financial Director.
It is strongly suggested, that funds not be given directly to the recipient, but that the service team pay the bills or purchase the equipment etc. for the recipient’s need. This is to be decided by each team as the occasion arises.
If a request is made before the Care Abounds in Community funds are allocated to the Chapter, the Chapter may approve those projects by means of an email meeting.

II. OPERATIONAL FUNDING:

A. Congregational Operating Funds:
In addition to the funds provided by the Thrivent for Lutherans Chapter system, the Chapter Leader Board may provide each congregation with an annual grant from the Operating Funds to help cover election expenses up to $50. Expense receipts are required for payment.

B. Chapter Operating Funds:
The Chapter will reimburse Chapter Leaders $.30 cents 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 occur.

A. PROJECT HOURS:
All hours, whether they are for 5 minutes or 35 minutes are to be rounded up as a full hour, when volunteered during the planning, organizing, and completion of approved projects. These hours are to be recorded with the final project results in the appropriate on-line reporting and tracking system.

PROJECTS SHOULD BE REPORTED WITHIN 5 DAYS AFTER THE ACTIVITY IS COMPLETED.

**NOTE: WHEN WORKING WITH ANOTHER GROUP, RECORD ONLY THOSE HOURS AND % OF PARTICIPANTS WHICH ARE YOUR FAIR SHARE.

B. Locally Supported (Non-Funded) Hours:
**Congregational non-funded hours will be reported on-line by the Congregational Advocate 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 Board will meet on a Saturday of each month at various sites as notified.
A schedule of meetings will be publicized on the chapter’s web site. Congregational Advocates and members are invited to attend Chapter Leader Board meetings ;( with voice but no voting privilege)
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 are 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 Chapter will have Advisory positions. these are non-voting, advisory positions at a chapter meeting; but expenses related to their Thrivent Chapter -related job requirements will be covered from the Chapter Operating Funds.
Job Descriptions: Thrivent Financial Chapter Job Descriptions
Work Processes: All critical processes and procedures for maintaining a smooth operating chapter.
Training: The training of Congregational Advocates will occur under the supervision of the Chapter.
The training of Chapter Leaders will occur under the supervision of the Regional Lutheran Engagement Team, as provided.

C. Communications:
Communication systems utilized by the Chapter to keep communications open and chapter membership informed will include (but is not limited to):
Chapter Web Site
Report to Congregational Advocates
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.
#30763 Chapter Leader Elections: Each Fall the Chapter Vice President will organize, conduct and report the annual chapter leadership elections. This includes the nomination, balloting, counting processes and reporting.
Any write-in candidate for election must be by 15% of all votes cast, and must consist of votes from two or more congregations to be considered valid for this chapter. Candidates must also meet the Thrivent Job Description criteria as published by the Thrivent Financial for Lutherans on their web site to be elected.

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,(administrative and travel, chapter meeting whether regular, special, internet etc., educational, social, election), 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
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 advocates, 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 three (3) 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.
A current Chapter Leadership Board member must sign and submit the signature form at the back of the end-of-year Chapter Summary Report. All audits must be completed and reported by February 28
.
Revised: February 2011

Appendix for 2011:
In 2011, our Funding has been decreased by 10% -following a funding decrease from 2010. OUR FOCUS IS HEALTH, FOOD, CLOTHING, AND SHELTER.
Therefore Food baskets will be limited to one per congregation with a maximum of $300.

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

A. Receipt Requirements:
The service team that receives funds must submit: the following:
1. Report for funding activity results, and publicity.
2. Names of at least one individual from each of a minimum of six Thrivent member households.
3. All receipts or copies of receipts should be attached to the above report as well as the check if a fund raising activity.
Place the above items in an envelope and mail to the chapter’s Financial Director, Richard Strickler, immediately upon completion of the activity. This report is a fill able, printable form available to chapter leaders and congregational advocates via the Chapter Leadership or Congregational Advocate page on the left side under Forms on Thrivent .com
NOTE; The leadership board does not disburse final grant dollars until all the paperwork has been received. (funds raised and/or receipts)
B. Preference will be given to projects that provide:
Greatest potential for fulfilling our mission
Reliable information verifying that the project fits into our guidelines for granting requests.
The highest potential 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 greatest potential for positive Thrivent exposure
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 "Request for Funding Questionnaire" with proper completion of all categories. The questionnaire for Care Abounds in Communities may be submitted either hardcopy or electronically to the Financial Director.
D. General program requirements: The following information may also be found at www.Thrivent.com:
Care Abounds in Communities (CAIC) is an annual program. A service team can make multiple requests throughout the year. Activity requests can be submitted to the chapter up to DECEMBER 1; so community requests need to be completed and submitted to the chapter prior to DECEMBER 1
The chapter board has sole responsibility for managing the chapter’s funds available throughout the year.
To qualify for activity/funding approval, service team must include at least one individual from each of a minimum of six Thrivent Financial member households who will play an active role in the activity.
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 $300 to receive additional funds.)
Activity requests and activity reporting is done by contacting a member of the Chapter Leadership Board. For the 30763 Chapter, please submit all proposals to: Richard Strickler, Financial Director.

A. Receipt Requirements:
Every service team (community and congregational) that receives funds through the Care in Congregations, Care Abounds in Communities and Care in Regions programs must submit:
1. Report for funding activity results, and publicity.
2. Names of at least one individual from each of a minimum of six Thrivent member households.
3. All receipts or copies of receipts should be attached to the above report as well as the check if a fund raising Care Abounds in Community activity.
Place the above items in an envelope and mail to the chapter’s Financial Director, Richard Strickler, immediately upon completion of the activity. This report is a fill able, printable form available to chapter leaders and congregational coordinators via the Chapter Leadership or Congregational Coordinator page on the left side under Forms on Thrivent .com
NOTE; The leadership board does not disburse final grant dollars until all the paperwork has been received. (funds raised and/or receipts)
B. Preference will be given to projects that provide:
Greatest potential for fulfilling our mission
Reliable information verifying that the project fits into our guidelines for granting requests.
The highest potential 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 greatest potential for positive Thrivent exposure
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 "Request for Funding Questionnaire" with proper completion of all categories. The questionnaire for Care Abounds in Communities may be submitted either hardcopy or electronically to the Financial Director. For Care in Congregations, submit electronically or call the home office.

D. General program requirements: The following information may also be found at www.Thrivent.com:
Care Abounds in Communities (CAIC) is an annual program. A service team can make multiple requests throughout the year. Activity requests can be submitted to the chapter up to DECEMBER 1; so community requests need to be completed and submitted to the chapter prior to DECEMBER 1
The chapter board 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 each of a minimum of six Thrivent Financial member households who will 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 $300 to receive additional funds.)
Activity requests and activity reporting is done by contacting a member of the Chapter Leadership Board. For the 30763 Chapter, please submit all proposals to: Richard Strickler, Financial Director.
Maximum project funding to benefit a named individual/family is $5,000 (raise at least $15,000) and cannot exceed the annual funds available for the chapter.

D. General program requirements: The following information may also be found at www.Thrivent.com:
Care Abounds in Communities (CAIC) is an annual program. A service team can make multiple requests throughout the year. Activity requests can be submitted to the chapter up to DECEMBER 1; so community requests need to be completed and submitted to the chapter prior to DECEMBER 1
The chapter board 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 each of a minimum of six Thrivent Financial member households who will 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 30763 Chapter, please submit all proposals to: Ronald Matta, Financial Director.
Maximum project funding to benefit a named individual/family is $5,000 (raise up to $2500) and cannot exceed the annual funds available for the chapter.
It is strongly suggested, that funds not be given directly to the recipient, but that the congregational service team pay the bills or purchase the equipment etc. for the recipient’s need. This is to be decided by each team as the occasion arises.
II. OPERATIONAL FUNDING:
A. Congregational Operating Funds:
In addition to the funds provided by the Thrivent for Lutherans Chapter system, the Chapter Leader Board will provide each congregation with an annual grant from the Operating Funds to help cover election expenses.
B. Chapter Operating Funds:
The Chapter will reimburse Chapter Leaders $.50 cents 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 occur.
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.
**NOTE: WHEN WORKING WITH ANOTHER GROUP, RECORD ONLY THOSE HOURS AND % OF PARTICIPANTS WHICH ARE YOUR FAIR SHARE.
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 Board will meet on a Saturday of each month at alternating sites unless otherwise notified. A schedule of meetings will be publicized at the beginning of each year, and on the chapter’s web site. Congregational Coordinators and members are invited to attend Chapter Leader Board meetings ;( with voice but no voting privilege) 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 are 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 Chapter will have Advisory positions these are non-voting, advisory positions at a chapter meeting; but expenses related to their Thrivent-related job requirements will be covered from the Chapter Operating Funds.
Job Descriptions: Thrivent Financial Chapter 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 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 and our LCS.
The training of Chapter Leaders will occur under the supervision of the Lutheran Community Service (LCS) Specialist assigned to the Chapter. In addition to orientation training conducted by both the LCS representative and Chapter Leaders, annual training events for Chapter Leaders will be conducted by the LCS Representatives or the MLCS (Manager of Lutheran Community Service). 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 at a determined date. Representation from each Congregational Coordinator team is encouraged (but not required).
C. Communications:
Communication systems utilized by the Chapter to keep communications open and chapter membership informed will include (but is not limited to):
Chapter Web Site
Report to Congregational Coordinators
Chapter Newsletters to all Chapter Members (limit of 10 per year and excludes the election notice)
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.

#30763 Chapter Leader Elections: Each fall the 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 three (3) 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.
A current Chapter Leadership Board member must sign and submit the signature form at the back of the end-of-year Chapter Summary Report. All audits must be completed and reported by February 28.

February 2008