Secretariat Description
- Has monthly meetings by phone or in person.
- Participates in meetings and functions.
- Approves expenditures outside of normal operating costs.
- Community communications
- Education
- Newsletters
- Emails
- Personal
- Supports each other.
- Recruit, train and pass on info for future secretariat members.
- Maintains and updates documentation and contacts for position.
- Keep chair documentation updated and accurate on Google Drive.
Lay Director
- Must be a former Rector
- Must have held a position on the Secretariat
- Must be a Lutheran
- Sits on the committee for all Rector selection
- President of INKY VdC
- Preside over all meetings
- Schedule
- Set agendas
- Call meetings
- Develop subcommittees
- Lead VdC, Secretariat, Community as lead by the Holy Spirit
- Support individuals of the Secretariat
- Outreach responsibilities
- Denominational and Pastoral level
- Liaison to National VdC Secretariat
Spiritual Director
- INKY Spiritual Director is first to be a person of prayer for the INKY Secretariat, our National Secretariat, and local teams and pilgrims.
- The SD is present, as able, at the called meetings of INKY and offer a devotional and prayer before the beginning of the meeting. They would also participate in conference calls.
- The Spiritual Director represents INKY at the National Lutheran Secretariat Gatherings held annually. INKY would pay the registration fees and travel expenses.
- The Spiritual Director would be responsible for obtaining spiritual directors for the various weekends north and south in communication with INKY leadership and rectors.
- The Spiritual Director represents INKY and VDC to local pastors, Synod and ELCA.
Leaders
- Must be a Past Rector and very experienced and active in the INKY VdC movement.
- Should be a current or past member of the Secretariat
- Coordinates call committee for Rector selection
- Calls Rectors
- Trains Rectors, Head team and team members thru individual and group meetings.
- Is available for questions, mentoring and conflict resolution to assist teams throughout the weekend preparation.
- Coordinates manuals and scripts
- Serves as a mentor to the rectors
Secretary
- Keep accurate and official records.
- Secretariat meetings
- Business meeting
- Distribute minutes to Secretariat members within ten(10) days of meeting
- Official Secretariat correspondence:
- Donation acknowledgment
- Banking
- Produce Quarterly Newsletter
Treasurer
BOOKKEEPING EXPERIENCE IS NECESSARY
- Follow sound accounting practices
- Keep accurate records of income and expenses
- Make deposits and write check for expenses in a timely fashion
- Reconcile financial accounts monthly
- File all state and federal documents to comply with 501-C3 status (tax filings)
- Provide Secretariat with financial reports no less that quarterly
- Monitor weekend expenses with Head Kitchen Cha
- Periodically analyze weekend expenses and report to Secretariat semiannually.
Palanca
- Responsible for Prayer palanca charts, sends and receives Palanca to and from around the world for weekends
- Prayer Vigil Palanca charts for INKY Weekends
- Sets up on-line Prayer Vigil Palanca Sign-up Charts for all weekends. Reaches out to VdC community to ensure all slots are filled.
- Prints 72-hour Prayer Vigil Charts and delivers to Palanca chas for display at each weekend
- Prayer Palanca for/from other VdC and other Movements
- Actively prays for and sends prayer Palanca to other 3-day weekend movements throughout the country and world. Involves community to also support them in prayer.
- Solicits and receives Prayer Palanca from Secretariats around the world. Prints and delivers to Palanca chas for sharing for each weekend.
- Other
- Emails weekend photo and Name listing to pilgrims and rector within one week of their weekend
- Educates INKY VdC community of the importance of prayer palanca
- Participates in Secretariat meetings and function
- Support other Secretariat members with their needs and responsibilities
Outreach
To Be Determined
Pre Weekend
- Approve Pilgrims and Sponsor applications
- Maintains database via constant contact and website
- Communication with Pilgrims and Sponsors
- Responsibilities of Sponsors
- Provide Weekend Rosters
- Provide sign in sheets to weekends
- Provide Pilgrim detail (spouse, family, food needs…) to Rector, Head cha, Head Kitchen cha and Palanca cha.
Weekend
- Working with both north and south camps to schedule weekends and overnights.
- Work with Lutheran resort for Lakeview camp chapel rental.
- Review and sign contracts with camps and vendors, then submit to treasurer for payment.
- Recruit additional personnel for weekend
- Photographer (Friday, pre-lunch)
- Organist for closing
- Musician and pastor for Serenade
- Work with north and south regional coordinators for setup and teardown of the sites. (Contact 30-60 days prior to weekend to confirm supplies and details)
- Purchase large order items. (i.e. Crosses, Pilgrims guides, 4th day books, and Palanca bags)
Post Weekend
- Coordinate Ultreyas
- Liaison to Church
- Checklist
- Sign in
- Acknowledge communities, Pastors present
- Highlight weekend
- Highlight Reunion groups
- Secretariat involvement
- Liaison to Church
- Pre Ultreyas
- Follow up with sponsors
- Challenge them to get involved
- Challenge them to be in Reunion Group
- Challenge them to get Pilgrim to Ultreya
- Follow up with sponsors
- Post Weekend
- Follow up with Pilgrims
- Welcome letter and invitation to Ultreya
- Card from Secretariat
- Follow up with Pilgrims
Communications
- Funnel Secretariat information to the community in a timely manner using the following technologies. You don’t need to be a super techy; the user interfaces are easy to use. An excellent opportunity to learn new skills.
- Email (mailchimp)
- Web site (INKYVdC.ORG)
- Newsletter coordinator
- Google Drive coordinator