Ministry Update - July

Although we primarily use this blog to show pictures and stories of what we do in and around Bulgaria – I thought you may want an update on what I am actually doing here. From just the Blog one might think we only take vacations and trips to the park, however we really are working to get some tasks accomplished.

The biggest project I am working on now is creating an “Alumni Association” for the graduates of UTF. This is a foreign concept for all of Bulgaria as schools typically do not interact with former graduates. We see great benefits for establishing an alumni program. The primary goal is to establish a support network of graduates. The school will also provide a list of services to alumni from research materials to class audits. The key benefit from a successful alumni program is an increase in future students and donors – both producing finical gain for the school. This will all be kicked off this fall with an Alumni Banquette in September of this year that we are currently planning.

The majority of my time now is spent coordinating the banquette / fall alumni event to be held on September 22nd – 23rd. This will be a two day event for all the UTF graduates since the schools existence (15 years). In addition to a social gathering for the alumni, this event will be used to communicate the concept of the Alumni Association and to roll out the benefits and services involved.

I am treating this as a mini-project and using some project management skills/tools from the business world. We have weekly team meetings involving the UTF staff and the UTF SEND missionary team and I maintain a project plan and an “Action Items” log.

Although I don’t have “impressive” pictures to highlight this entry – I thought I would give you a taste of my world by showing you one of our “meeting minutes” from a recent team meeting discussing the UTF Alumni Event. Please let me know if you have any question.

Thanks again for your support of our “unorthodox” missionary work.

(PS - if you dont like business "Stuff" you can stop reading now)
(PS2 - the format of the meeting minutes below is not quite right - but you get an idea of what we are doing)

UTF Alumni Meeting Minutes
July 12, 2006
UTF - Sofia, Bulgaria

Invitees / Attendees:

Marc Sheppard; Cheryl Shipley; Greg Shipley; Lisa Sheppard; Nick Nedelchev

New Items / Issues / Questions

• We Need Addresses!
• Robin Ulrich has agreed to work with current alumni to track down alumni addresses
• We would like to have addresses collected by 7/31 (as many as possible)
• Discuss Invitations – Cheryl
• Cheryl presented a mock-up, but did not have the most recent copy with her
• Cheryl will also create a response form
• Cheryl will send Marc the final copy this week to be reviewed by Tony
• We will start sending out invitations as we acquire addresses
• Cost – 1.25lv per invitation
• Shipping date – as we obtain addresses with a goal of August 1.
• Discuss keynote speaker – Tony
• Frank nor Michael can attend
• Dick Walton has been asked to be our Keynote speaker
• Cost and Fundraising efforts – Marc
• Just received invitation cost
• Need to determine dinner/banquette cost
• We can use X/Ministry accounts for this event – validated by Paul Smith from Liz Webber
• There is a possibility to use the SCE General or Evangelical fund for this event; would need to be approved
• Waiting to better idea of cost before sending an email to Phil Jackson
• BTA accommodations – Marc
• Dessie will work with BTA to answer the questions below
• Need to confirm cost and what that gets us
• Menu options – Dinner and Breakfast – we should select one for all.
• Table arrangements – group seating
• Decorations for restaurant / table center pieces
• Can we use restaurant for meeting after dinner?
• Hall – use and cost
• Foyer for registration
• Finger foods/drinks for registration and late night social time
• Can we use their table clothes for reception and presentation tables?
• Schedule – Discuss as team
• Team agreed to follow this schedule
• Fri 2-6 – Registration / social time
• Fri 6-7:30 – Dinner
• Fri 7:30-8 – Welcome (Nik video / Tony / Gary)
• Fri 8-9 – Keynote speaker
• Fri 9+ - Social time
• Sat 8-10 Breakfast
• Sat 10-12 Info session (Worship / Tony / Gary / Marc)
• Sat 12 - Dismiss
• Invitee list
• All will be invited but if full, those living in Sofia will need to stay the night at their homes
• Graduates
• UTF Staff / Instructors
• Board Members
• UTF SEND Team
• Dress Code – Dinner
• We will not state a dress code and leave it to the discression of our alumni
• Resource assignments
• Plan the Dinner/Banquette – Dessi (Lisa to help with Decorations)
• Oversee overnight accommodations – Karen G. has agreed to do this
• Decorations – Lisa Sheppard
• Need a UTF Staff member to be the point of contact for incoming mail (registration forms) and via email – Open

New Action Items:

• Need to record a Video Welcome from Nick. – Marc
• Contact Pepi to see if his band can play Friday night - Marc
• Have a “Welcome Logos/UTF Alumni” banner made – Cheryl
• Group picture arrangements - ?

Review Project Plan Dates

• The schedule has been adjusted; still complies with end date.

Next steps

• Complete action items
• Next Meeting
• Wednesday July 19 at 2:00 at UTF