Alumni and Friends Coordinator

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In any given area there are numerous adults, young and old, who would be considered alumni and/or friends of Young Life. 

Recognizing this reality, we desire to be proactive in reaching out to these people. We desire to connect with these people, encourage them in their faith, and expose them to ways in which they can be involved in the local ministry.

Job Description

The coordinator will:

  • Take the lead in connecting with Young Life alumni and friends, ensuring that their details are provided to the Prayer Coordinator and that they are in eTapestry (the YLA Database) where appropriate.
  • Keep a local database of friends willing to assist with fundraising activities, assist at camps etc.
  • Work with the committee and area director to strategize about events and activities for alumni and friends.
  • Periodically communicate with alumni and friends by e-mail, phone and / or newsletters as appropriate.

Basic Strategies to Develop

The coordinator, working together with the Area Manager and Committee, should:

  • Develop a process to consistently review the Young Life Alumni and Friends database.
  • Create an on-going communication about the local ministry with all alumni and friends who live in or near the area.  This should be done in liaison with the Prayer Coordinator.
  • Develop a process done at least once a year to provide opportunities for alumni and friends to become involved in the local Young Life ministry as: volunteer leaders, committee members, prayer supporters, friends of Young Life and/or donors.
  • Communicate as needed with the Office of Alumni and Friends by posting alumni and friends events, sharing stories and receiving database assistance.

Qualifications

  • Has the gifts of leadership and administration.
  • Can develop a team of people to assist in alumni and friends communication and involvement.
  • Is passionate about involving alumni and friends in the local ministry.
  • Computer literate.

Time Requirement: 4 hours per month

NOTE: Different areas will have different time requirements, and this should be used as a guide only.  Different times of year as well will have different time pressures.

Taking Donors Seriously (TDS) Chair

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Without a doubt the secret to a successful Taking Donors Seriously (TDS) team is an effective TDS chairperson.  They are the driving force of the team’s ability to identify and build a relationship with the area’s top-tier donors. In addition, the TDS chair leads the development of the TDS strategy for the area. The TDS chair and the committee chair need to work together closely to coordinate support for the ministry.

Job Description

The TDS chair will:

  • Recruit a TDS team.
  • Arrange a local training session for the TDS team.
  • Work with the area director and the TDS team to establish the seven non-negotiables of TDS: financial prayer strategy, case statement, leadership team, Field Development Tool (PPL and Cash Flow) strategy and plan.
  • Attend annual regional TDS training sessions.
  • Work with the area director to recruit and select the next TDS chair.
  • Take the online TDS Course.

Basic Strategies to Develop

  • Organize and hold the TDS team accountable to complete all calls to prospective top-tier donors and current top-tier donors.
  • Ensure that the committee chair and the committee solicit funds from all other donors who pledge giving at an event.
  • Develop a system to manage and update the area’s Field Development Tool (PPL and Cash Flow).
  • Develop a process to manage and update the area strategy and plan.

Qualifications

  • Has the gift of leadership.
  • Is honest and trustworthy.
  • Is organized.
  • Is talented with finances, budgeting and/or accounting.
  • Can delegate and hold people accountable.

Time Requirement: 8 hours per month

NOTE: Different areas will have different time requirements, and this should be used as a guide only.  Different times of year as well will have different time pressures.

Go to TDS Course

Prayer Coordinator

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All activities of Young Life need to be underpinned by prayer. Our hope is that everyone on the committee will take time to regularly pray for the ministry. This can be greatly aided by a Prayer Coordinator.

 

Responsibilities of the Prayer Coordinator:

  • Walk faithfully with Christ
  • Be confident in their call to the role
  • Be committed to prayer
  • Has access to a computer with email
  • Keep in regular contact with the Area Manager to record the prayer needs relating to working with young people
  • Record the prayer needs of committee activities
  • Keep a regular database of prayer supporters on Mail Chimp & ensure that new donors are added to the Mail Chimp List
  • Send monthly / termly (as per area agreement) email prayer requests and praise reports via Mail Chimp

Basic Strategies to Develop

  • Area-Wide Prayer Strategy: Involve as many people as possible from inside and outside the area who will pray for the local Young Life ministry. Obtain general prayer requests from the area director on a monthly basis. It might also be helpful to list answered prayers as well as requests.
  • Develop an e-mail distribution list. Obtain names of people who are willing to pray for the ministry from the committee, donors, church prayer groups, volunteer leaders, staff, banquet list, senior citizens, etc.
  • Committee-Wide Prayer Strategy: The committee should pray as a group for the staff, volunteer leaders and donors and about key issues related to the ministry.
  • Develop an e-mail distribution list of committee members and staff. Check with the area manager and other staff for detailed requests for prayer.
  • Make prayer an important part of the committee meeting. Prayer could be held for an hour before the meeting. Members could meet weekly during lunch at a specific location for prayer.
  • Individual Prayer Strategy: Each committee member should be paired with a specific staff member or volunteer leader to pray specifically for them.
  • The committee member should solicit individual prayer requests from the staff member or volunteer leader.

Qualifications

  • Understands the power of prayer.
  • Has the gift of prayer.
  • Is able to elicit the needs and concerns of others.
  • Good listening skills.
  • Can organize.
  • Computer literate or able to recruit an individual to send out the prayer emails via Mail Chimp.

 

Time Requirement: 8 hours per month

NOTE: Different areas will have different time requirements, and this should be used as a guide only.  Different times of year as well will have different time pressures.

Treasurer

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Like the Chair, the Treasurer has certain responsibilities that require a unique set of experiences and gifts.

Responsibilities of the Treasurer:

  • Walk faithfully with Christ
  • Be confident in their call to the role
  • Have talents with finances, budgeting and/or accounting
  • Together with the Area Manager, assume administrative responsibility for funds involved in committee projects
  • Communicate with the Area Manager to ensure all Young Life Australia financial policies are followed.
  • Prepare and present financial reports received from the National Office at committee meetings
  • Sign off on local area expenses as per the Young Life financial policy
  • Review income and expenditures for the local area
  • Communicate the monthly financial report to the committee
  • Work in close contact with the Chief Financial Officer in National Office
  • Initiate and drive preparation of the annual budget

Basic Strategies to Develop

  • Understanding the impacts of reaching financial targets and how not doing so affects the area, region and national mission.
  • Keep the cash flow realistic with projects by communication with Area Manager and Committee Chair monthly.
  • Anticipate and communicate expenses and income before they occur.

Qualifications

  • Understands the needs for financial health in the area.
  • Maintains confidentiality.
  • Desires to work with numbers.
  • Is organized.
  • Is talented with finances, budgeting and/or accounting.
  • Committed to the position for a minimum of two years

Time Requirement: Eight hours per month

NOTE: Different areas will have different time requirements, and this should be used as a guide only.  Different times of year as well will have different time pressures.

Need to contact Accounts in the National Office?  E: accounts@younglife.org.au

Go to Committee Resources to find Financial Policies & Forms

Committee Kit

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Dear Friends,

Young Life volunteers are our greatest assets.  I don’t just mean our volunteer leaders.  We are an organisation that relies on volunteers at every level – in the schools, in our offices, at national and regional camps . . . and in our local communities.

Local volunteer committees made their early formal beginnings in 2000.  Since that time, we have attempted to sink more time and resources into supporting these committees through handbooks, training summits, visits from National Office staff and appointing a Committee Liaison person.

As we continue to grow, it is clear that we need to continue to invest in our local committees.  This Committee Resource kit is a resource that aims to assist with this.  As we’ve worked to provide increased training for our committees, it became clear that we needed to come up with a resource that could be utilised by Regional Directors and Area Managers, in partnership with their local committees.

When this kit was initially released in 2009, we polled former and existing committee from all Areas to help us determine key topic areas that were relevant to all committees from start up to veteran stages.  The kit is a living document that is intended to be revised and added to over time.  We welcome input and suggestions from you, our valued volunteers, if you have ideas to add to the committee kit.

We hope you will find this is a valuable resource as you serve in your local Young Life ministry.

Kind Regards,

Mark Stretton
Chief Executive Officer
Young Life Australia

Resources

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The following forms are found in the “Resources” folder in the Child Protection section on the Training site


Building the Committee Team

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This section shares a couple of articles to help you think about building your committee.

Click on Brian Summerall’s picture below to be taken to a short video on Mission Maintenance, or Monument.  It’s a great thought to reflect on as you think about continuing serving on the Committee, as well as bringing new people onto the team with you.

Committee Roles

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Each committee is made up of five to seven individuals all working together to support the local ministry.  Committees may choose how they are organised and what roles they offer, but at a minimum, we suggest a Chairperson, Treasurer and Prayer Coordinator.

Beyond that, we encourage committees to consider the primary activities it will be undertaking over the year and appointing people appropriate for those activities.  It is important that committee members feel they have a specific role that is suited to their gifts and have a clear understanding of what is expected of them.

Additional Roles might include:

  • Events
  • Church Partnerships
  • Secretary
  • Public/Community Relations (media, marketing)
  • Fundraising and Donor Relations (TDS)
  • Grant Writer

Regardless of the role, there are a few commonalities across all committee members in terms of characteristics and responsibilities.

Characteristics:

  • Walking faithfully with Christ
  • Confident of their call to the role
  • Interested in young people and the Young Life ministry
  • Willing to share time, talents and resources
  • Involved in their local church

Responsibilities:

  • Attend monthly committee meetings
  • Support local staff and volunteer leaders
  • Take a leadership role in committee activities (events, fundraising, prayer, church partnerships, etc)
  • Provide input in the local Vision Statement and Financial Master Plan
  • Financially support the ministry
  • Pray for the ministry
  • Attend one Young Life activity per year (club, camp or special school activity)
  • Make a 2-3 year commitment

Hoyt Jackson explains below the purpose of committee.  

Hoyt Jackson has some great tips below for caring for Young Life Staff.  Have a listen to what he has to say.

We would like to thank Young Life USA for the use of their committee roles documents. 

The roles listed in the topics below have been taken from Young Life USA resources, used with permission.  

Resources

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Please note that these resources are Copyright to Young Life Australia; this means that you can use them for your use as a Young Life leader, but they can not be distributed to other youth or church organisations without first seeking approval from the National Office.



All our young people attending club should be registered on Care Monkey, which your Area Manager will allocate access for.  If  a child attending is unable to complete a Care Monkey profile, one of these forms must be completed by their parents / guardians. Your local Area Manager will collect the completed forms.


Committee Manual

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Welcome to Young Life, one of the most dynamic and innovative ministries reaching un-churched young people in Australia today.

Young Life believes that every young person should have the opportunity to hear the message of Jesus Christ from someone they know and trust.  Our approach is designed to ‘connect’ with young people, building long-term relationships based on trust and respect.  Throw in elements of fun, laughter, adrenaline-filled challenges and inspiring speakers – and you have the Young Life mix – one that has been changing millions of lives for over 60 years.

 

Accomplished By:

  • Praying for young people
  • Going to where young people are
  • Building relationships with them
  • Winning the right to be heard
  • Providing experiences that are fun, adventurous and life-changing
  • Sharing our lives
  • Sharing Jesus
  • Loving them regardless of their response
  • Discipleship
  • Helping young people develop their skills, assets and attitudes to reach their God-given potential
  • Encouraging young people to be connected and engaged in a local church
  • Working with a team of like-minded individuals – volunteer leaders, committee members, donors and staff

Thank you for your service to Young Life through your local committee.  Throughout the Bible, we see God assembling teams of servants to work out His salvation purposes. He sent 70 elders to Moses to ‘help carry the burden of the people’ so Moses ‘would not have to carry it alone’ (Numbers 11:17). The early church, as it struggled to serve growing numbers of disciples, commissioned men ‘full of the Spirit and wisdom’ (Acts 6:3) so that the Word of God could be shared with a waiting world. 

For Young Life, the waiting world is every young person, everywhere. And we can’t enter their world without adult committee members like you. Thank you!