WSR Special Meeting

10-1-2003

11:30am - 1:00pm

Venue: WSR, Darin's office.

Attending: Darin (chair), Bob J., Karon, Allen

Agenda:

Determine go-forward plan for Central's "Dad and Me" services.

Background:

After four months of services numerous issues have arisen: 1 - Attendance has continued to decline. 2- There is much traffic at the clearance desk which delays the ministry team and frustrates those family members visiting inmates. 3 - Our services directly compete with regular visitation, which has become a negative. 4 - Vending machine privileges are lost to the inmate if they attend the service and this has become a negative.  Because of this, a change is proposed in both scope and time of service.

Complicating a change to format and service times is the fact that Central recruited their team based on ministry on a Sunday afternoon focused on the children. To change scope and time would have to be worked by Karon and Allen. The potential of losing some volunteers is very real (especially due to scheduling conflicts).

Goal:

Darin to communicate for Central's consideration some ideas and formats that could improve the attendance of the services. Everything presented as suggestions and not edicts. Central (Karon and Allen) there to understand the recommendations and ask questions. Bob there to facilitate, take notes, add input as requested.

Discussion:

·  Darin is giving discretion to Central and shared that adults could come.

·  Central believed that the scope was for children.

·  Darin shared that that's how we began, but that it was not cast in stone - that we could modify as required.

·  Darin suggested flexibility - teaching to kids as well as adults.

·  Audience can be expected to not have a strong biblical background.

·  If the services were opened to the inmates visitation list (not just kids), then over a period of 3-4 months the audience makeup would stabilize, that is, the core would be established and that's what could be planned for. For instance, maybe it's young families versus grandparents, etc. This would allow Central to be able to focus their service for the audience.

·  Darin here to help, not micromanage.

·  Darin says a decision needs to be made on a time and a date for the services.

·  Karon would like to keep October on the 19th at the same time. Darin has to check to see room availability - he thought there was a change coming thus he pulled the posters. (Later in the meeting it was decided to replace the October service in favor of a weeknight chapel presentation - see below.)

·  Best alternate options for the services: Saturday 9am - 10:30pm or Thursday evening 6:30-8:00. (there is visit staff here both these times, but there is no prison visitations at these times - thus it's "bonus" visit time)

·  Vending machines mean a lot to the inmates - thus Darin suggested letting inmates bring in food from vending machines.

·  Darin asks if Central could come in to the prison chapel and preset their ministry and field questions? Format: Bring flyers/handouts. Have a skit, sing some songs, tell it will be fun for kids, and that there will be adult content as well. It's an extra visit time. They can use the vending machines. Let them come up and ask questions. This could cover all bases. Darin to provide available dates; prefers to do this instead of the October service.

·  Karon asked whose responsibility is it to post the signs to advertise the service. Answer: WSR.

·  Question as to cross-sex ministry policy. Bob explained PFC policy and that the Family Worship Services cross-sex ministry is at the discretion of the PFC Executive Director (GVT).

·  Why is attendance low?: Darin says many reasons: 1- Direct competition with visitation. 2- Inmate access to food vending machines (not a trivial matter - believe it or not!) and 3- More families may come but don't want to fight the crowds on Sunday afternoon (Darin working this, but it's an issue that needs to be fixed as far as moving visitors through check-in). Also - need to do a presentation to describe the program (marketing effort).

·  Darin stressing the importance of flexibility during this time.

·  Bob adding that this is a new service, with a new team (Central), and that Central is pioneering the format and the work. Hats off!

·  Darin does not want to splinter the Central team. An option could be MSU on Sunday afternoons. Various options being considered. (This was suggested at the end of the meeting, and is the last option, but was provided since an MSU team needs to be created anyway.)

·  Karon suggested if communion was to be offered during the service it should come after the core group is established when the new format is implemented. All agreed.

·  Karon asked if the adult sermon should be delivered by a man. Bob said this would be preferred but not mandatory; Darin said that it wouldn't matter at all since the biblical knowledge of the attendees would be low. Central to consider whom could do this.

·  Karon out of town from Oct 22 to Nov 1.

·  Karon needs clearance list to Nikki this week.

Decisions / Actions

·  Service is now called "Family Worship Service." "Dad's and Me" is being dropped.

·  October service is cancelled. Central to present in the chapel during October. Darin to provide available dates over the next few days. 360-668-8800 work number for Karon. Darin and Karon to coordinate.

·  The next family service (November) at WSR will include anyone on the inmate list.

·  Inmates can bring in vending machine food at the end of the service during fellowship time.

·  November service time will be either Thursday night or Saturday morning - Karon to determine this with her team. (Tuesday night is an outside possibility but arrangements at the prison would have to be altered - which is never easy.)

·  Darin and Karon to determine chapel presentation date by next Monday. 30 minutes for presentation and 30 minutes for questions. Refreshments not a part of this meeting.

Meeting ended promptly at 1pm. Everyone encouraged that we are making progress toward meeting the needs of the inmate and their families. Darin's posture is one of suggestion and helps toward Central. For Central to make changes to another format and at another time may prevent some of their existing volunteers from continuing. Karon to determine this. Again, Darin does not want to splinter the Central team. Thus the last possibility of moving to MSU on a Sunday afternoon (which is much more service-friendly at that time) can be pursued.

It is clear that the "Dad's and Me" service on Sunday afternoon is not workable. We are prayerfully and wisely considering all options and making adjustments. This requires flexibility on the part of the ministry team, as some requirements are fixed at the prison and thus unalterable. For a new ministry team such as Central to be making significant changes can add stress. Let us continue open and honest communication to meet the needs of all concerned. I am always available to discuss this situation with the Central leadership.- Bob Jordan