auxiliary state management manual

AUXILIARY STATE MANAGEMENT MANUAL

Item 609-20

CONTENTS

INTRODUCTION 1

Leadership Development 3

Accountability 3

THE STATE LEADERSHIP TEAM 4

Summary of Selected Roles 6

Role of the Zone Trustee 8

State Leadership Training Conference 8

THE STATE LEADERSHIP GOVERNANCE AND MANAGEMENT MEETINGS 11

State Leadership Meetings 14

Regional Team Meetings 18

THE REGIONAL TEAM 21

THE STATE PROGRAM TEAM 22

Goal Setting 23

Program Committee Meeting - Benchmarking 24

THE AREA TEAM 26

The Area Director 26

The Camp President 27

INTERNATIONAL PROGRAMS OVERVIEW: THE FIVE CORE PROGRAMS OF THE AUXILIARY 29

Spiritual Emphasis 30

MEDICAL CONVENTIONS 31

Role of the State Auxiliary Scripture Coordinator 32

National and Regional Medical Conventions 32

State Medical Conventions 33

Tips for State Auxiliary Scripture Coordinators 34

AUXILIARY EVENTS 36

Overview 36

Use of Published Music at Gideon and Auxiliary Functions 39

AUXILIARY HEART PROGRAM 40

Auxiliary HEART Program Timeline 40

PRE-CONVENTION LEADERSHIP ANALYSIS 44

AUXILIARY CABINET ELECTION DAY TIMETABLE 48

Post-Convention Cabinet Meeting Agenda 49

MISCELLANEOUS 50

Communications 50

Correspondence from International Auxiliary Cabinet Officers 50

Special Conferences 50

Widows Outreach 51

Membership Discipline 51

Finance 52

State Secretary-Treasurer’s Annual Report 55

APPENDIX I: CHARTS/MAPS 56

APPENDIX II: JOB DESCRIPTIONS/STATE ELECTIONS 62

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INTRODUCTION The Bylaws of The Gideons International in 1901 provided for the formal organization of the Auxiliary as an integral part under the governance of The Gideons International. As such, the Auxiliary is not an independent organization. The purpose of the Auxiliary is to assist the Gideons in their single objective through prayer, personal testimony, personal work, association for service and placing and distributing the Bible – God’s Holy Word - or portions thereof in approved venues.

The Auxiliary functions worldwide under the governance of the International Cabinet. All international programs are initially approved by the Executive Committee with final approval by the International Cabinet. There is, therefore, the expectation that the Five Core Programs of the Auxiliary will be implemented at national, state, and camp levels. As depicted in the Operational Management Chart (Item 545) found in Appendix I, the Gideon president at every level is accountable for the welfare and role of the Auxiliary.

At the international level, an Auxiliary Advisory Committee appointed by the International Cabinet acts as a liaison, giving counsel, encouragement, and guidance to the International Auxiliary Cabinet. The state Gideon president is accountable for the Auxiliary of his state, and the Gideon vice president is the liaison between the State Cabinet and the Auxiliary State Cabinet. At the timing discretion of the zone trustee, the vice president, along with the zone trustee, meets with the Auxiliary State Cabinet at every state cabinet meeting (governance session) and reports to the State Cabinet on Auxiliary matters. Likewise, at the camp level, the camp president is accountable for the Auxiliary programs in his camp.

The International Cabinet has clearly defined the core programs of the Auxiliary as follows:

• Prayer and Personal Witnessing

• Scripture Distribution

• Membership

• GideonCard

• Scripture Funds

Formal organization of the Auxiliary essentially follows the pattern of the Gideons in the state association. This is shown in the Auxiliary Officer Management Chart (Item 641) found in Appendix I.

Inasmuch as God has blessed the Gideon ministry with its unique management structure to facilitate spreading the Gospel, it is incumbent on all those called as leaders to optimize their talents and develop the positions to which they have been elected toward achieving our fundamental purpose of reaching others to a saving faith in the Lord Jesus Christ. This manual is designed with that purpose in mind. It will serve as a valuable resource for assisting USA state association Auxiliary leaders to understand and implement the management structure of The


Gideons International as prescribed by the International Cabinet and provide a basis for accountability and authority.

Properly understanding the roles, responsibilities, and relationships among both leaders and members is paramount to achieving goals. Positions in state associations are complementary in nature; therefore, a strong sense of mutual support and cooperation among them is essential. In keeping with these accepted principles, all state leaders should be guided by 1 Corinthians 14:40 in the ongoing execution of their responsibilities.

This manual encompasses the functions within the Gideon ministry that have been delegated to the Auxiliary and are to be administered by USA state Auxiliary leadership. While this material does not specifically apply to state equivalents of National Associations, many of the considerations set forth herein as they relate to the Auxiliary may well be applied on an international level, at the National Gideon Cabinet’s direction. National Associations are encouraged to implement promotion of the International Program on an equivalent basis.

As always, each and every activity should be bathed in fervent prayer. All state cabinet members and others in leadership positions are thus encouraged to seek God’s wisdom and guidance in all programs, keeping in mind the ultimate purpose of their function – the salvation of souls. God forbid that management of our programs should obscure their fundamental purpose. May God add His blessing to all who read and apply this material to His honor and glory!

The primary function of the state leadership structure is to provide an organization through which the Gideon ministry in the USA can receive the greatest impact where it matters most – at the camp. This is where:

• The ministry is bathed in prayer

• Scriptures are placed

• Church presentations are conducted

• Faith Fund and Scripture Fund offerings are made

• New members are enlisted

The importance of a state association using its management resources to reach the camp cannot be overemphasized. Therefore, the International Cabinet has determined that the responsibility for program implementation and supervision at the state level should reside closest to the camp; that is, with the area director. She has overall responsibility for the work of the Auxiliary within her geographic assignment; however, she does not function alone. She is supported by a team of program personnel including state program coordinators, regional program leaders, and other state cabinet members.

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LEADERSHIP DEVELOPMENT

There must be a continual infusion of new leadership. All too often, state associations tend to recycle the same leaders from position to position, rarely bringing new leadership into their ranks. This practice often causes stagnation with respect to impact at the camp level. Meetings become mundane, and our purpose tends to lose some of its fervency. Let us never become complacent in reaching others for Christ.

It has been said that one of the foremost qualities of a good leader is her ability to develop leadership in others. To that end, it is incumbent on the state association leadership to seek out Auxiliary with leadership potential and deliberately encourage them to use their God-given talents in that regard for His glory and honor by accepting positions of leadership within the state association.

Following are examples of ways to encourage an Auxiliary’s leadership potential:

• Approach her on a personal level and share your vision

• Pray for her and with her

• Let her see how God can use her influence exponentially

• Remind her – every step of the way – of the ministry’s purpose: to reach others for Christ

• Assign her a paper at the state convention when appropriate

• Encourage her to attend the International Convention

• Introduce her to other leaders and enjoy fellowship

• Pray that we all might be used of God to our fullest potential

A C C O U N T A B I L I T Y

“… Submitting to one another out of reverence for Christ.” —Ephesians 5:21 (ESV)

Accountability refers to a person’s willingness to account for his actions and impact. Accountability is demonstrated when members make meaningful commitments to the goals and expectations in process and take personal responsibility for results and implications after the fact. Since this inclination depends upon an individual’s own volition, accountability must be cultivated rather than commanded. To create a culture of accountability, effective leaders are mindful of the following “Five Foundations of Accountability,” which are as follows:

1. Courage. Fear dampens and diminishes “ownership” and causes people to deliberately dial back their accountability. Effective leaders encourage & embolden others.

2. Power. When people feel powerless, they don’t feel responsible for outcomes or results and don’t demonstrate accountability. Effective leaders empower others.


3. Clear Direction. When expectations and deliverables are unclear, people do not demonstrate accountability for achieving them. Effective leaders clarify goals & priorities.

4. Ongoing Relationship. Accountability is fostered most strongly in authentic, personal relationships. Where relationships are shallow or perfunctory, so is accountability. Effective leaders abide with others.

5. Credit or Consequences. People demonstrate accountability when they know they will personally take the bow or take responsibility for the result of their efforts. Effective leaders provide focus & follow up.

When this foundation is established, people demonstrate higher levels of personal accountability and performance in pursuing their callings.

C O M M U N I C A T I O N

“Let each of you look not only to his own interests, but also to the interests of others.” —Philippians 2:4 (ESV)

Telephone. Email. Text messaging. Video messaging. Today we have more ways to communicate than ever before. Ironically, surveys show people today report feeling less connected than ever.

We can send messages all day long, but it does not mean we are connecting. When we communicate, we simply transfer information. However, when we fail to connect, the impact of that information is reduced, or even eliminated. Connecting happens visually, emotionally, intellectually, and verbally. Communication is the key to your success as a leader. Therefore, communicate the big picture and transform the vision of the Association into more than just a goal; transform it into a purpose. Correspondence from the International Cabinet Officers should be read promptly, shared immediately, and communicated with the appropriate parties. Because the hands-on aspect of our work is done at the camp level, it is essential these co-laborers be privy to the most up-to-date information available.

THE STATE LEADERSHIP TEAM Management of state associations is provided for in Article 9 – USA State Associations of the Bylaws of The Gideons International. Following are management standards that apply universally to associations within the United States:

• There is one management model for every state association regardless of its size. This model applies to both the Gideons and the Auxiliary.

• Every state association would generally have at least 40 camps assigned to one or more regions, each with a minimum of two or more areas.

• Areas should not exceed eight camps, unless specifically approved by the state cabinet.

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• Every state association has one or more regional directors, each having responsibility for managing their assigned region with the appropriate number of area directors.

• The state Auxiliary cabinet will be comprised of the president, vice president, secretary-treasurer, chaplain, regional directors, and program coordinators as determined by the International Cabinet.

• Every region has at least one set of regional program leaders (one for each program of the Gideons and the Auxiliary). There should be one set of regional program leaders for approximately every 25 camps within each region or as agreed upon by the state cabinet.

• While the area director is not a member of the state cabinet, she is a member of the State Leadership Team. As such, she is expected, as part of her management responsibility in the area, to attend the management function state leadership meetings.

• State association leadership meetings have two components; (1) the governance function on Friday evenings and (2) the management function on Saturday. A portion of the management function on Saturday is led by the regional director and serves as the regional team meeting. Area directors will attend the Saturday management meeting, participating in rotational meetings along with the state association cabinet and in regional team meetings, (but not the Friday governance meeting).

• At the first state leadership meeting following the state convention, the state cabinet will meet for the governance session on Friday night; then, on Saturday, the Zone Trustee will hold a joint leadership training conference for the state cabinets, area directors, and regional program leaders. The benchmarking agenda will be followed in subsequent cabinet meetings.

• Twice each year, in June/July (after the tentative international goals are released), and in November (after October reports are available), each state program coordinator will hold a program committee meeting with her regional program leaders. These meetings are date sensitive, and every USA association is expected to hold these meetings in these timeframes. These meetings can be electronic, telephone conference, or face-to-face.

• Three times each year, within two weeks after the regional team meetings (which take place at the state leadership meetings), the area directors will hold an area team meeting with the camp Auxiliary presidents in each of their areas.

• The state Auxiliary president may provide for an additional program committee and/or a regional team meeting as needed.

Responsibilities of all members of the state leadership team can be found in Appendix II of this manual. It should be noted that all leadership responsibilities are mutually interdependent; therefore, prayerful support and encouragement among the leadership is essential to successful management of the state association.

Management of the Auxiliary component of the state association is illustrated by the Auxiliary State Association Management Chart (Item 546A) found in Appendix I.


SUMMARY OF SELECTED ROLES

SPIRITUAL RESPONSIBILITY FOR ALL LEADERS

Your role is not merely organizational, but influential, as you are the spiritual leader over your designated area. You have influence on those you work with, so they may exude the character of God in all they do and to all they meet. This will require face-to-face time. This will require accountability. You are making disciples (Matthew 28) as you apply these principles:

• Unlock leadership potential and develop/encourage other leaders to model spiritual and organizational excellence to members

• Invest your limited resources as God directs and where the greatest potential for advancement exists. Be careful to not isolate your resources where the greatest need exists

• Design and communicate value into each meeting. Each participant should have a clear understanding of what he or she should expect to prepare and contribute and what he or she can expect to receive

• Maximize your resources for assistance in training and field work. Identify those with expertise, such as state cabinet, state management team, USA zone trustee, and International Headquarters, and encourage each participant

STATE PRESIDENT

The state president is responsible for the entire ministry in his state, including the Auxiliary.

AUXILIARY PRESIDENT

The state Auxiliary president is accountable to the state president for the Auxiliary’s overall performance and attainment of goals and the implementation of the Five Core Programs in the state. She should work with and through the state Auxiliary program coordinators to make sure that goals and action plans are established. They should then work together with the regional directors to see that the action plans are communicated to each camp through the camp Auxiliary president and the local camp program chairmen. The state Auxiliary president should communicate with her state vice president, state regional directors, and program coordinators at least monthly to monitor the progress of the ministry within the state.

AUXILIARY VICE PRESIDENT

The Auxiliary vice president will aid the state Auxiliary president continually in every way possible. She will serve as chairman of the Auxiliary state convention program committee and supervise the activities of the local Auxiliary committees. She is responsible for publicity and for promoting attendance at all state meetings. The Auxiliary vice president will be responsible for coordinating various training activity in the state.

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AUXILIARY REGIONAL DIRECTORS

The Auxiliary regional directors will work closely with their assigned area directors to ensure that the area directors understand the state goals and action plans and to make sure that the area directors are communicating these to the camp Auxiliary presidents. The regional directors will also work with the area directors to ensure that camp progress toward goals and implementation of action plans are being monitored by the area directors and that progress (or lack thereof) is consistently communicated to the camp Auxiliary presidents. The regional director will work with the area directors to develop plans to strengthen camps identified as not making adequate progress and to encourage and recognize camps that are. While there would be a solid line of management control from the regional director to the area directors, there should also be a dotted line of coordinating relationship from her to the regional program leaders. [Refer to Auxiliary Officer Management Chart (Item 641) in Appendix I.]

AUXILIARY PROGRAM COORDINATORS

The Auxiliary state program coordinator is responsible for the promotion of her program throughout the state. Working with the state Auxiliary president, the program coordinator should develop goals and action plans for her specific program that will be approved by the state Auxiliary cabinet. The program coordinator should then promote these goals and action plans at every opportunity. The program coordinator will communicate the goals and action plans to their respective regional program leaders and train them to effectively communicate this information to the camps. The program coordinator will communicate regularly (at least monthly) with the regional program leaders to receive updates on how camps are implementing the action plans, any difficulties being experienced by camps in the program, and the steps being taken through the area director to address those difficulties.

AUXILIARY REGIONAL PROGRAM LEADERS

The Auxiliary regional program leader is first and foremost a leader who communicates the specific goals and action plans of her program in her region, assisting camps as needed.

The regional program leader should be available to assist camps that need training or assistance in their specific area. The training or assistance can be done by the regional program leader or by a member of a nearby camp in a specific program as directed by the regional program leader, with the approval of the regional director.

AUXILIARY AREA DIRECTORS

The Auxiliary area director has overall responsibility for camp performance in her area. The area director should be an influence that combines the elements of informing, motivating, coordinating, evaluating, challenging for achievement, and making course corrections as needed. Whether or not the camps are meeting their goals and/or implementing the program action plans depends a great deal on how well the area director challenges the camps through the camp Auxiliary president and then provides the direction and motivation the camp will need.


The area director shall emphasize the state goals and action plans to the camp presidents in her area. The area director should monitor each camp’s progress toward goals, communicate this information to the camp president on at least a monthly basis, and work with the camp president to make sure the camp is implementing the action plans. The area director should identify camps that are not making sufficient progress or that have failed to implement action plans and develop plans to correct the camp’s lack of progress. The area director can do this herself or she can work with the regional program leader to accomplish this. Alternatively, she can request a cabinet-appointed Program Resource Person to serve for a specific time period.

CAMP PRESIDENT

The camp president is responsible for the entire ministry in his camp, including the camp Auxiliary.

CAMP AUXILIARY PRESIDENTS

The camp Auxiliary president is accountable to the camp president for the Auxiliary’s overall performance and attainment of goals and the implementation of the Five Core Programs in the camp. In other words, the camp Auxiliary president is responsible to make the work of the ministry happen at the camp level. She should ensure that her camp members understand and have ownership of the goals and action plans established by the state Auxiliary cabinet, communicated by the area director, and accepted by the camp. The camp Auxiliary president should monitor the camp’s progress toward meeting the program goals of the camp and ensure that camp members are consistently advised as to what the camp has achieved in relation to its annual goals. To ensure that the action plans in each program area are being executed at the camp level, the camp Auxiliary president should communicate regularly with her camp program chairmen [Prayer and Personal Witnessing = chaplain; Scripture Distribution = Scripture secretary; Membership = vice president; GideonCard = GideonCard liaison; Scripture Funds = secretary-treasurer].

GIDEON VICE PRESIDENT – AUXILIARY LIAISON

The Gideon vice president is the conduit through which information flows from the state cabinet to the state Auxiliary cabinet and from the state Auxiliary cabinet to the state cabinet. He is the “point of connection.” He takes recommendations and requests from the state Auxiliary cabinet to the state cabinet. He keeps the state Auxiliary cabinet informed of the areas of focus and the schedule of the state cabinet so that Auxiliary activities are consistent with and supportive of the total programs of the ministry. The vice president liaison additionally serves as a resource to the state Auxiliary cabinet. He reports Auxiliary activities to the state cabinet in the unlikely event the state Auxiliary president does not present a report at the state cabinet meeting.

As it relates to the annual state association convention, he coordinates the convention programs (Gideon and Auxiliary) to eliminate competing arrangements. He also ensures that the Auxiliary has the best facilities and technology possible for Auxiliary sessions.

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ROLE OF THE ZONE TRUSTEE

The zone trustee, while not a voting member of the state cabinet, serves in an advisory capacity to the state association in keeping with his role as a member of the International Cabinet. He is an ex-officio member of the state cabinet. The authority of the zone trustee must be recognized by the state cabinet inasmuch as the state functions under authority of the International Cabinet.

The zone trustee leads the state training conference on the Saturday of the first state leadership meeting after the state convention with the assistance of the state Gideon and Auxiliary presidents and other leaders of his choosing. This joint training meeting includes the state cabinet, area directors, and regional program leaders.

Since this training requires all of the regional team members from across the state association to attend, it should be held in a central location, with attention being given to travel consideration and, if necessary, overnight accommodations.

The training breaks into two sessions:

1. State Presidents’ discussion of goals

2. Joint training on the structure

STATE LEADERSHIP TRAINING CONFERENCE

AGENDA

Saturday Morning

9:30 a.m. Welcome – Zone Trustee

9:32 Scripture Reading and Prayer (use a newly elected member to the cabinet)

9:35 Review of the Agenda, Discussion of Goals – State President

9:50 Greetings, Discussion of Goals – State Auxiliary President

10:00 Joint Training on Management Structure – Zone Trustee

11:15 Questions and Answers

11:30 Lunch

Saturday Afternoon

12:30 p.m. Breakout Sessions

Program Committees


Auxiliary Program Committees

Regional Team Meeting

Regional Auxiliary Team Meeting

3:00 Prayer of Commitment/Adjournment

Based on the timing of the training, the discussion of goals can take on a unique emphasis. The key is for the state president to share his vision for the state association and relate it to the goals to be obtained during the next year. Likewise, the state Auxiliary president should relate the Auxiliary goals for the state association.

Joint training on the structure is done by the zone trustee. Besides reviewing the general structure, this should focus on its practical application, i.e., deployment of the state Auxiliary leadership team to impact the ministry at the camp level. Any concern about the control and liaison relationships of state Auxiliary leaders should be addressed in this part of the training.

In the afternoon breakout sessions, each state Auxiliary program coordinator will present action plans for each program to the regional program leaders and illustrate how to help camps implement them. This practical “nuts and bolts” training will provide the framework that causes goals to be met. This training will also illustrate how to impact camps that need help in any particular program area. Regional program leaders should interact with camp Auxiliary officers to help them attain their goals.

Auxiliary area directors will meet with the state Auxiliary president and the state Auxiliary regional directors to discuss similar action plans, understand how to relate to their camps, how to monitor their progress, and how to help them attain their camp goals. As a result of this training, area directors will be better equipped to interact with camp Auxiliary presidents.

Assistance to a camp can be initiated by the area director and/or the regional program leader. However, they must communicate any action plans with each other so that the camp does not receive conflicting or duplicate information.

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THE STATE LEADERSHIP GOVERNANCE AND MANAGEMENT MEETINGS

The duty to administer the affairs of the state association is vested in the state cabinet, which then appoints the remaining state association leadership team. The work of the ministry belongs to the Lord, and it should never receive less than full consideration. All state Auxiliary leaders should come to the meeting having prayed fervently for God’s leading and for His will to be done, always remembering the fundamental purpose of reaching the lost for Christ. The Lord Jesus Christ should receive preeminence in all reports and deliberations. As Auxiliary leaders accept their responsibility in this manner, the results will be eternally rewarding!

CONFIDENTIALITY AND UNITY ARE ESSENTIAL

Cabinet members should never discuss details of their deliberations outside of the cabinet meeting. Although all decisions of the state Auxiliary cabinet may not always be unanimous, all cabinet decisions must be supported and backed by the entire cabinet body in unity.

The state leadership meeting is among the most important of all prescribed meetings; therefore, careful attention should be given to the following details:

LOCATION

The meeting place should be as centrally located as possible to where cabinet members live, but may be rotated from place to place in order to prevent a potentially continuing hardship on any of the members. The meeting should be held in an adequate facility such as:

• a hotel

• a restaurant with private meeting facilities

• a community center (some may be provided by corporate, medical, or sporting organizations)

• a church with appropriate facilities in a building separate from the sanctuary

Due to the geographical size of many state associations, the state cabinet may elect to hold some of their meetings in a “virtual” format using one of several online programs, such as GoToMeeting.com or WebEx.com (there are others that a state may wish to use). If the cabinet chooses to hold online meetings, it is absolutely essential that all attendees are well-acquainted with the technology and how to use it.

ATTENDANCE

It is the responsibility of the primary cabinet, regional directors, and program coordinators to attend the governance aspect of the state leadership meeting (Friday evening). The management


function of the meeting (Saturday) includes the primary cabinet, regional directors, and coordinators plus area directors. At the discretion of the state president with concurrence of the zone trustee, the regional program leaders may be invited to attend and participate, as well. Regional program leaders should attend the first state leadership meeting after the state convention.

TIMING & FREQUENCY

The state leadership will meet at least three times each year, in addition to a meeting held at the state convention. The first meeting will be held 30 to 45 days after the state convention and will include a training conference on Saturday led by the zone trustee. Leadership meetings should be held quarterly (or 3 to 4 months) thereafter. A summary timetable of state cabinet meetings, program committee meetings, and area team meetings is shown in the meeting schedule found in Appendix I. (The content of program committee and area team meetings is described later in this manual.)

AGENDA

The state Auxiliary president should finalize the meeting agenda in conjunction with the state secretary-treasurer, who sends the final agenda to each member prior to the meeting. The agenda should follow the format of the State Cabinet Governance Agenda found on the following pages. The state president (or the vice president in the necessary absence of the president) presides over all state leadership meetings. The president should limit discussion to the items on the agenda to ensure that the meeting proceeds in an orderly manner and stays on schedule. Extraneous discussions should be limited to “New Business,” and any new business to be brought before the cabinet should be brought to the president’s attention beforehand.

OFFICER REPORTS

All governance reports should be in writing (preferably in electronic format). At the state Auxiliary president’s discretion, the reports may be sent to the state secretary-treasurer at least 10 days prior to the state cabinet meeting for distribution to the cabinet members. All reports should be made with a view toward answering the following questions:

• Are needs properly analyzed?

• Are objectives defined or itemized?

• Are plans properly organized?

• Are plans finalized or proceeding according to schedule?

• Are the stated goals and objectives being properly worked toward?

• Am I working according to a pre-determined plan?

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• Am I on schedule to finalize goals and objectives?

• Does this report describe plans to accomplish stated objectives?

Reports given during the course of the governance meeting should be verbal summaries of the written reports. Reports should be made interesting and informative, generating a sense of excitement about what God is doing and will do throughout the ministry.

GOVERANCE & MANAGEMENT FUNCTIONS

The governance function of the state leadership team is carried out by the elected leadership (primary cabinet and elected regional directors and program coordinators) of the Association. This function includes imparting the vision and setting the course for the Association. It is the where and how. It provides the leadership necessary to impact the achievement of the Association’s goals. The governance portion of the state leadership meeting includes planning in matters related to policy, procedures, major core programs, finances, goal-setting, and the state convention program. The governance team provides the necessary tools and resources to carry out its function.

The management function of the state leadership team relates to taking the steps necessary to effect program performance. It is the doing, using the tools and resources to achieve the goals. This function includes the development and implementation of action plans specific to each program according to principles and procedures that have been established by the ministry.

• What is an action plan? Action plans look forward to where we are going. They give us direction. They basically give Auxiliary a roadmap to follow to achieve or exceed their goals. Action plans put focus and action into accomplishing the goals of the ministry. They especially look at the specifics on how we are going to get there and how long it will take us to achieve the goal.

• Who develops action plans? From a management standpoint, it is the responsibility of the state leadership team to reinforce and communicate each program goal set for the fiscal year, and detail an action plan for each. Through this process, the camp leadership team – with assistance from the area director and regional program leaders – will therefore tailor, adjust and/or develop action plans based on their opportunities to reach the camp’s goals and objectives.

• What does an action plan look like? A plan of action is a series of actions, tasks or steps designed to help achieve an objective or a goal.

− Develop the plan. What are the Scripture Funds, Medical, Facilities, Personal Workers Testament, Prayer meeting and GideonCard Bible Program goals of your state and camps?

− Describe the specific action. Who will be involved in the plan? In other words, who and what is needed to accomplish the plan?


− Decide a date. When will the facilities be contacted to set an appointment for distribution? When will the distributions take place? By when will the additional prayer meetings be implemented?

− Discuss the results. Follow up with the leadership team and provide results of action plans. Celebrate the accomplishments or determine if any adjustments to the plan are needed.

STATE LEADERSHIP MEETINGS

The oversight of programs at the governance meeting should focus on (a) progress toward state goals; and (b) making sure appropriate steps are taken to make the management meeting effective. Steps should be taken by the cabinet to focus at a high level and save the detail for the rotational meetings with the area director, program coordinators, and, if applicable, regional program leaders.

FRIDAY EVENING – STATE CABINET GOVERNANCE AGENDA

I. Welcome State Auxiliary President

II. Devotions/Prayer State Auxiliary Chaplain

III. Approval of Minutes State Auxiliary President

IV. President’s Report

A. Overview of Ministry

B. Other Officer Reports (as necessary)

V. Secretary-Treasurer’s Report

A. Promotional Fund

B. Discussion of Special Expenses

VI. Program Reports – State Officers and State Program Coordinators

A. Prayer and Personal Witnessing Program - State Auxiliary Chaplain

1. Progress on Personal Workers Testaments

2. Actions agreed upon with regional program leaders

3. Plans to provide training in program content

4. Identify emphasis for management session

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B. Scripture Distribution Program - Auxiliary Scripture Coordinator

1. State program goal versus performance year-to-date




C. Membership Program - Auxiliary Membership Coordinator


2. Review strategic plan for membership

− Short range plans

− Long range plans




D. GideonCard Bible Program - State Auxiliary GideonCard Coordinator





E. Scripture Funds Program - Auxiliary Scripture Funds Coordinator




4. Promotion of International Faith Fund offering at Auxiliary Events

5. Status of Auxiliary HEART Program emphasis for state convention



VII. Vice President’s Report

A. State Convention Program Committee Report

1. Program content

2. Status of securing program participants

3. International Auxiliary Cabinet Representative assignment

4. Identification of Auxiliary testimony speaker

B. State Convention General Chairman Report

1. Facilities and equipment

2. Local committee

C. Regional Director’s Reports

1. Team meetings

2. Progress/overall goals

3. Action plans implemented

4. Performance affirmed

VIII. Old Business State Auxiliary President

IX. New Business State Auxiliary President

A. Schedule for state newsletter articles

B. Schedule for future state leadership meetings

C. Auxiliary Events

D. State training

E. Miscellaneous issues

X. Closing Prayer/Adjournment State Auxiliary Chaplain

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SATURDAY – STATE LEADERSHIP TEAM MEETING AND MANAGEMENT AGENDA

I. Welcome (1 min.) – State Auxiliary President

II. Devotion & Prayer (10-20 mins.) – State Auxiliary Chaplain

III. Training (10-15 mins.) – Optional (President’s discretion)

IV. General Plenary Session

A. President’s Overview (15 mins.)

B. Program Coordinator/Officer Summaries (5 mins. each)

V. Regional Team Meetings (separate by regions)

A. Review Overall Performance (actual vs. goal)

B. Follow Detailed Regional Team Meeting Agendas on Pages 18-19

C. Prayer of Commitment

VI. Area Director/Program Coordinator/Regional Program Leader Rotational Meetings:

A. Prayer & Personal Witnessing Program – Chaplain and Regional Program Leaders

B. Scripture Distribution Program – Scripture Coordinator and Regional Program Leaders

C. Membership Program – Membership Coordinator and Regional Program Leaders

D. GideonCard Bible Program – GideonCard Coordinator and Regional Program Leaders

E. Scripture Funds Program – Scripture Funds Coordinator and Regional Program Leaders

F. Review YTD Performance of Area Goal Against Allocated Goal

1. Identify high performing camps

2. Identify under-performing (weak) camps

3. Determine reason for deficient results


G. Develop/Affirm Action Plans Based on Evaluation to Achieve Program Goals

1. Confirm scheduled activities for camps

2. Adjust and initiate activities based on reassessed needs

H. Reach Agreement on Revised Plan of Action for Specific Camps

I. Establish Follow-up Action for Accountability

VII. Prayer/Adjournment

REGIONAL TEAM MEETINGS

The first regional team meeting following the state convention (which is held during the Saturday management session) is designed to communicate the goals, strategies, and training plan to the area directors. The remaining meetings of the regional teams will benchmark progress, make adjustments where necessary, and provide leadership. Below are detailed agendas for the regional team meetings:

REGIONAL TEAM MEETING: COMMUNICATION OF GOALS

(First State Leadership Meeting following State Convention)

I. Welcome Auxiliary Regional Director

II. Prayer

III. Review Performance from Previous Fiscal Year

IV. Discuss State and Regional Potential Auxiliary Regional Director

V. Confirm/Revise Recommended Fiscal Year Goals from Program Committee

VI. Develop Recommended Action Plans to Achieve Goals

VII. Distribute Specific Assignments

VIII. Establish Accountability Structure

IX. Why We Do It

X. Prayer of Commitment/Adjournment of Regional Team Meeting

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REGIONAL TEAM MEETING: BENCHMARKING

(Remaining State Leadership Meetings)

I. Welcome Auxiliary Regional Director

II. Scripture Reading and Prayer

III. Review of Performance for Current Fiscal Year (Actual vs. Goal)

IV. Comments – Regional Program Leaders

V. Necessary Adjustments to Action Plans to Achieve Goals

VI. Distribution of Specific Assignments/Accountability

VII. Continuing Challenge

VIII. Prayer of Commitment/Adjournment of Regional Team Meeting

AREA DIRECTOR & PROGRAM COORDINATOR/REGIONAL PROGRAM LEADER CONFERENCES - ROTATIONAL MEETINGS

It is particularly critical to the success of the state association that all state cabinet members and other leaders recognize and understand the relationship between each of the state program coordinators, regional program leaders, and area directors. These relationships are illustrated on the Auxiliary Officer Management Chart (Item 641) found in Appendix I. As depicted on this chart:

• Area directors are directly accountable to a regional director.

• Program coordinators are directly accountable to the state Auxiliary president as members of the state cabinet.

• Regional program leaders are accountable to the state program coordinator for the particular program to which she is assigned.

In addition to the supervisory relationship as represented by the solid lines on the Auxiliary Officer Management Chart, a liaison relationship exists between and among these leaders as represented by the dotted lines. Note that the liaison relationship also extends to International Headquarters, which serves in a support role. State program coordinators and regional program leaders provide leadership for full program execution and development at the camp level in each of the Auxiliary Five Core Programs. Proper management of the control and liaison relationships determines the impact of the state leadership team on the ministry where it matters most – the camp.

During the rotations, all area directors and program coordinators with regional program leaders have a 10-15 minutes conference. During this time, there is an opportunity for area directors to


review the progress of camps toward achieving area goals in each program and for program coordinators to provide solutions. Conversely, each area director reviews the supporting role provided by the state coordinator and her regional program leaders (Program Committee) in each of the Five Core Programs of the Auxiliary: Prayer and Personal Witnessing, Scripture Distribution, Membership, GideonCard Bible and Scripture Funds.

Area director and program coordinator/regional program leader conferences at the state leadership meeting allow the area directors and program coordinators/regional program leaders to mutually agree on action plans and thus hold one another accountable for their performance. It should be remembered that the purpose of the conference is to produce action plans that impact camp activity and provide solutions for inactivity.

It cannot be overemphasized that action plans discussed at the area director and program coordinator/regional program leader conferences must be developed with the camp in mind. Area directors are charged with the responsibility to communicate those plans to their area teams (camp Auxiliary presidents) and direct their implementation. Unless the camp takes an ownership interest in this strategic planning, the effort invested up to this point will not bear fruit.

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THE REGIONAL TEAM Every USA state association consists of one or more regions, each headed by a regional director, who is elected at the state association convention and who is a member of the state association cabinet. The regional team is considered to be a management extension of the state cabinet with the regional program leaders having a liaison relationship. The chart below illustrates the composition of the regional team. The regional program leader has a liaison relationship to the regional director, hence the regional team. As such, she is expected to attend the regional team meetings. The regional team will meet on Saturday of the state leadership meetings.

It is very important that all members of the regional team have a thorough understanding of the liaison relationship with the regional program leader(s). This liaison relationship is intended to provide program support to the management structure and assist in terms of camps meeting their program goals. Regional program leaders should be prepared to “come alongside” the management team members to lend assistance whenever a camp is falling behind in a particular program.

Area directors are responsible for up to eight camps, whereas regional program leaders are responsible for up to 25 camps. Therefore, each regional program leader may work alongside up to three area directors concurrently. In large regions, with five international programs and up to three regional program leaders for each program, there may be as many as 15 regional program leaders at the state leadership meeting, plus as many as eight area directors.


THE STATE PROGRAM TEAM There are five program committees in every USA state association Auxiliary – one for each of the Five Core Programs. All program committees function the same way, although the content of each program is unique. The program committee consists of the program chair (see chart below) and several regional program leaders. The program committee is directly responsible for assuring the achievement of state goals during the Gideon fiscal year (June 1 – May 31).

Detailed responsibilities for regional program leaders are found in Appendix II of this manual. The Auxiliary regional program leader (RPL) is responsible to make the Auxiliary goal and action plans of her program happen at the camp level. She should communicate program-specific goals and action plans to the camp program chairmen in her assigned camps:

State Officer RPL Camp Counterpart Chaplain Prayer & Personal Witnessing RPL Camp Auxiliary Chaplains Scripture Coordinator Scripture Distribution RPL Camp Auxiliary Scripture Secretaries Membership Coordinator Membership RPL Camp Auxiliary Vice Presidents GideonCard Coordinator GideonCard RPL Camp GideonCard Liaisons Scripture Funds Coordinator Scripture Funds RPL Camp Auxiliary Secretary-Treasurers

The regional program leader should communicate regularly with her counterpart camp program chairmen in order to evaluate the camp’s progress toward goals and implementation of action plans and to encourage the camp program chairman to communicate progress to the camp Auxiliary president. The regional program leader should be available to assist camps that need help in their specific areas. The area director should be made aware of interaction between the regional program leaders and the camp so she will stay fully informed of camp activities. Training or other assistance for a camp can be done by either the regional program leader or a member of a nearby camp in a specific program with the approval of the state program coordinator.

The Auxiliary regional program leader is:

• Appointed by the state Auxiliary president and confirmed by the state cabinet

• The program expert for camps assigned to her in the region

• The liaison to the camp program chairman through the area director

• Accountable to the state program coordinator

• Responsible to review the monthly online report for her program and review the same with the camp program chairmen

• Knowledgeable of where each camp struggles in her program area to meet its goals and is actively working with the camp to help it reach its program goal

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There should be one regional program leader for approximately every 25 camps in each region or as agreed upon by the state cabinet; this will most likely encompass more than one area since an area director should be responsible for up to eight camps. Further, since a region may consist of up to 75 camps, there may be one or more sets of regional program leaders within a region. A region with 75 camps would likely have eight area directors (each having responsibility for up to 8 camps). Regional program leaders have a liaison relationship to the regional team and are expected to attend the regional team meetings conducted on the Saturday of state leadership meetings.

Thus, Auxiliary regional program leaders will participate in at least five meetings per year plus the state convention:

1. The June/July Program Committee meeting (goal setting)

2. The November/December Program Committee meeting (benchmarking)

3. Three State Leadership meetings

GOAL SETTING

“So, I do not run aimlessly; I do not box as one beating the air.” —1 Corinthians 9:26 (ESV)

Goal planning is a year-round, spiritual effort by camp leaders to have discussions related to camp potential, goal-setting, and activity engagement planning. The camp cabinet will meet in early January to determine their camp goals for the upcoming fiscal year in Scripture receipts, Scripture placements and church presentations. Goals should be determined based on the potential that exists within the camp. Membership goals will be determined in June following the membership renewal time period. The camp will have approximately six weeks in January and early February to input the goals on theConnection. Goals are then locked-in by the camp and the cumulative goals from all camps in the state association become the goals for that association. This bottom-up approach puts accountability and responsibility on the camp for the achievement of the goals which they have determined.

Area Directors and state cabinet leadership are encouraged to have conversations with camp leaders throughout the process. That conversation may result in an agreement to change a camp’s goals. State leaders have the ability to make these changes after camp goals are locked through approximately the second week in March. This conversation is two-way and should revolve around the potential of a camp. All goals are then locked in place and submitted to the International Finance Committee and International Executive Committee.

AGENDA: JUNE PROGRAM COMMITTEE

I. Scripture Reading and Prayer

II. Review of Performance Compared to Goal (Pro-Rata)


III. Develop Recommended and/or Adjust Action Plans to Achieve Goals

IV. Distribute Specific Assignments and Accountability for Them

V. Affirmation of “Why We Do It”

VI. Prayer of Commitment/Adjournment

PROGRAM COMMITTEE MEETING - BENCHMARKING

The November meeting of the state program committees is to benchmark progress by camps toward reaching their goals, make any necessary adjustments and provide for assistance where necessary. The November meeting is critical to the success of each camp and, therefore, to the state association and The Gideons International. The importance of this meeting cannot be overemphasized. The performance of each camp with respect to its goals must be accomplished and action plans formulated to take whatever corrective action may be in order. This is the second program committee meeting. All regional program leaders, as well as the state program coordinator, must be properly prepared for this meeting by having researched monthly reports for each camp and/or area. This meeting can be held using electronic media, telephone conferencing or in person.

AGENDA: NOVEMBER PROGRAM COMMITTEE BENCHMARK MEETING

I. Scripture Reading/Prayer

II. Review Performance for Current Fiscal Year (actual versus goal, Pro-Rata)

III. Comments from Regional Program Leaders

IV. Determine Necessary Adjustments to Action Plans to Achieve Goals

V. Distribution of Specific Assignments/Accountability for Follow-up

VI. Prayer of Commitment/Adjournment

If the state Auxiliary president calls for a third set of program committee meetings, it is suggested that they be held in February or March to review camp performance as of January 31 or February 28, which is eight or nine months into the fiscal year, to see what steps need to be taken in order that each camp can meet its annual goals. This third meeting may be especially useful for such critical elements as membership retention.

Helping the Camps from the Regional Program Leader’s Viewpoint

The regional program leader should be in regular contact with the camp chairmen for her program. If she is properly monitoring camp activity, then the monthly reports will simply serve to confirm what she already knows. Regardless of the source, once the regional program leader sees a problem in her program within a camp, what does she do?

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• Talk with the area director. The regional program leader should first talk with the area director. The area director should have noticed the same issues and may have already started to address them. The problem may already be resolved.

• Contact the state Auxiliary program coordinator for further help. The regional program leader is the resource person for her assigned camps. It is her job to have the answers as to how to help the camp in that program. If the regional program leader needs help, she should contact the state program coordinator. In the final analysis, the regional program leader and the area director should agree on a course of action for the camp.

• Ask that another Auxiliary be assigned on a project basis if needed. The regional program leader may be heavily involved with other camps and unable to devote the necessary time to the current problem. With the approval of the regional director and the state program coordinator, another Auxiliary can be assigned on a project basis to work with the camp in that program, just as the regional program leader would do.


THE AREA TEAM The area team is made up of the area director and all the camp Auxiliary presidents in the area. An area director should be responsible for up to eight camps.

THE AREA DIRECTOR

The area director is responsible for camp Auxiliary performance in her area with respect to the Five Core Programs. She should be the primary influence that combines the elements of information, motivation, coordination, and evaluation to challenge the camp Auxiliary presidents toward achievement within all approved programs, making adjustments where needed. The area director communicates the camp goals and action plans to the camp Auxiliary presidents (and, through them, to the camp Auxiliary cabinets) in her area. Whether the camps are meeting their goals and implementing program action plans depends a great deal on how well the area director provides the necessary direction and motivation. In order to be most effective, the area director should monitor the progress of all the camps in her area and communicate with the camp Auxiliary presidents on a regular basis, taking corrective action when necessary. The area director works with the camp Auxiliary president to be sure that action plans are being accomplished.

An area director needs to know as much as possible about her camps. She should personally know the Auxiliary officers on the camp cabinets and be able to relate to them. She should pray for them regularly and seek ways to assist with their efforts. If she identifies a problem in any camp program, she should take the appropriate corrective action without delay. There are several ways she can do this:

• She can take action herself. Sometimes a problem can best be handled directly and discreetly.

• She can enlist other Auxiliary leadership in her area to assist. Does the camp Auxiliary need help with a large Scripture distribution? This kind of single event assistance can usually be provided by nearby camps.

• She can ask the regional program leader for help. If the situation is of a program nature and is more than the area director can undertake, this should be her next call.

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(Suppose multiple areas in a region want to plan an Auxiliary Event. The Scripture Funds regional program leader might be consulted to assist and offer guidance.)

• She can request a cabinet-appointed Program Resource person. An area director may have a camp with multiple problems in several programs. Perhaps the camp has just lost a key leader. Perhaps the camp needs a high level of attention and the area director cannot fill the need personally. The area director should contact the regional director and request a cabinet-appointed Program Resource person to serve for a particular period of time, similar to the Camp Development Leader in a Camp Development Plan, with the intent of building up the camp.

THE CAMP PRESIDENT

The camp is the fundamental and most important element in the Gideon organizational structure. The camp Gideon president has overall responsibility for the entire ministry in his camp, including the camp Auxiliary. The camp Auxiliary president is accountable to him for ensuring that each of the Five Core Programs is fully implemented in the camp and that all Auxiliary goals are accomplished. In other words, the camp Auxiliary president is responsible to make the work of the Auxiliary happen at the camp level. The camp Auxiliary president must ensure that Auxiliary understand and take ownership of the goals and actions plans established by the state Auxiliary cabinet (as communicated by the area director) and accept the challenge for their achievement. Along with the Auxiliary area director, the camp president should monitor the camp’s performance toward goals by way of the monthly camp report published online. She must ensure that camp members are consistently advised as to what the camp has achieved in relation to its annual goals. In addition to the program goals, she should also ensure that the spiritual objectives of the camp are being met, that all members personally pursue a culture of excellence in the work of the ministry, are active in the camp, and demonstrate the proper commitment and effort to achieve the goal of reaching the lost for Christ. Detailed duties and responsibilities for the camp Auxiliary president will be found in the Camp Management Manual (Item 133).

AREA TEAM MEETING AGENDA

I.Welcome

II.Scripture Reading and Prayer

III.Introductions

IV.Review Camp Auxiliary President Responsibilities (at the first meeting of the year)

A. Monthly Camp Meetings – New Camp Meeting Format

B. Monthly Gideon Cabinet Meetings

C. Monthly Auxiliary Cabinet Meetings


D. Responsibility for Camp Performance in All Five Core Programs

V.State Cabinet Meeting Update

VI.Area Performance in Five Core Programs

VII.Discussion

A. Review Camp Annual Planners

B. Review Camp Action Plans and Progress, and Confirm Scheduled Activities

C. Commend and Recommend

D. Agreement on Revised Action Plan(s) for the Camps

E. Coordination of Camp Activities with Appropriate Resources

VIII.Old Business

IX.New Business

A. Auxiliary Events

B. Date, Time and Place of Next Area Team Meeting

X.Questions

XI.Closing Prayer

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INTERNATIONAL PROGRAMS OVERVIEW: THE FIVE CORE PROGRAMS OF THE AUXIL IARY

The Auxiliary is an integral part of The Gideons International and is firmly rooted in a Biblical foundation. Consistent with Scriptural principles, the Auxiliary operates within the structure of The Gideons International and as such is not an independent organization. Membership in the Auxiliary is limited to the wives of Gideons who meet the spiritual requirements approved by the International Cabinet. The role of the Auxiliary is to carry out the single objective of The Gideons International, which is to win others for the Lord Jesus Christ. What a wonderful opportunity for a ministry together!

By God’s grace, the Auxiliary functions worldwide under the governance of the International Cabinet. All international programs are initially approved by the International Executive Committee with final approval by the International Cabinet. There is the expectation that these international programs will be fully implemented at the national, state association (or equivalent), and camp levels. The Gideon president at every level and in every country shall be accountable for the welfare and performance of the Auxiliary. Thus, there must be a reporting relationship at every level between the Auxiliary president and the Gideon president. To facilitate this relationship at the international and national levels, there is an appointed Auxiliary Advisory Committee, which acts as a liaison between the Auxiliary cabinet and the Gideon cabinet providing assistance and guidance in the performance of all Auxiliary programs.

In a review of the role, responsibility, structure, and operations of the Auxiliary, the International Cabinet has broadened the scope of the Auxiliary through the years as opportunities have opened. Notwithstanding that a primary responsibility of the Auxiliary is to pray for the work and ministry of the Gideons, the Cabinet noted a need to expand the approved programs of The Auxiliary of The Gideons International and made a concerted effort to clarify and clearly define the “core programs” of the Auxiliary. This combined effort of the International Cabinet, the International Auxiliary Cabinet, and headquarters staff resulted in the “Five Core Programs of The Auxiliary” which are fully detailed in the Five Core Programs Manual (Item 600).

The Five Core Programs of the Auxiliary are:

1. Prayer and Personal Witnessing

2. Scripture Distribution

3. Membership

4. GideonCard Bible

5. Scripture Funds

The intent of these programs is to provide a framework to accomplish the work of the Auxiliary to the glory of God! It is the hope of the International Cabinet and the International Auxiliary Cabinet that these programs, as they are properly implemented and expanded into activities within the camp, will add tangible value in every camp worldwide and result in many individuals receiving a copy of God’s Word.


SPIRITUAL EMPHASIS

Inasmuch as The Gideons International is a spiritual ministry, its growth and success is dependent on the spiritual growth of the membership. Maintaining the spiritual integrity of the Gideon ministry is central to its continued blessings of the Lord. In conjunction with the state Gideon chaplain, the state Auxiliary chaplain is responsible for the spiritual growth and welfare of the Auxiliary and helping members attain the single objective of the ministry – winning men, women, boys, and girls to a saving knowledge of the Lord Jesus Christ. The state Auxiliary chaplain promotes the following spiritual aspects of the ministry among the membership working with other state cabinet personnel, area directors, regional program leaders, and especially camp chaplains to ensure that the spiritual aspects of the ministry are being properly conducted:

AUXILIARY PRAYER MEETINGS

Prayer meetings should be held regularly on a monthly, semi-monthly, or weekly basis, at least once each month. Because the Auxiliary is made up of Women Who Pray, every camp should strive to pray often. If Gideon and Auxiliary prayer meetings are held at the same time, the Auxiliary prayer meeting should be separate from the Gideons, in another area of the facility. At the invitation of the Gideons, one or more Auxiliary may join the Gideons in their regular weekly prayer meeting.

INTERNATIONAL DAY OF PRAYER

The International Day of Prayer is held the second Saturday in June according to the outline provided by the International Chaplain.

HOUR OF POWER

Promote each member setting aside a few minutes daily between 7 a.m. and 8 a.m. to pray specifically for the Gideon ministry.

EMPHASIS ON SOUL WINNING

Ensure that camp Auxiliary chaplains have Personal Workers Testaments available for purchase by members at all prayer, camp and cabinet meetings. Promote all Auxiliary giving one Personal Workers Testament per week, along with a word of witness.

SEVEN SPIRITUAL OBJECTIVES

Continually emphasize our Seven Spiritual Objectives with each member, making them a part of daily living:

• Women of the Book

• Women of Faith

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• Women of Prayer

• Women of Separated Walk

• Women of Compassionate Heart

• Women Who Witness

• Women Who Give

SCRIPTURE READING AND PRAYER

Lead the state cabinet in Scripture reading and prayer on a regular basis.

MINISTER TO MEMBERS’ NEEDS

Be attuned to special needs in the state, such as a death, and minister to the needs of members.

SPIRITUAL EMPHASIS MATERIALS AND RESOURCES

• Tracts. Only those tracts approved by the International Cabinet should be promoted or used during the course of Gideon assignments.

• Scripture Memory Course (Item 404)

• Quiet Time Journal (Item 417)

• Daily Prayer and Bible Reading Calendar Combo (Item 411) * Downloadable from the Store on theConnection.

• State Prayer Calendar

• The Personal Witnessing Tool Kit (Item 6002 and 6003)

• Secret to an Open Door (Item 418)

• Share Jesus Without Fear (Item 415)

MEDICAL CONVENTIONS One of the most enjoyable experiences in distributing God’s Word is to participate at a medical convention. Medical conventions can be national/regional or state events, and attendees may be nurses, student nurses, therapists, nurse practitioners, physician’s assistants, or other medical personnel. They can also be held for various reasons, such as an annual meeting of a nurse’s association, a continuing education session, or a career fair.


ROLE OF THE STATE AUXILIARY SCRIPTURE COORDINATOR

As the state coordinator for the Auxiliary Scripture distribution program, she is responsible for promotion, coordination, and direction of the program and for the attainment of state Auxiliary Scripture goals. She coordinates the Auxiliary state Scripture program in cooperation with the area directors and works with the area directors and regional program leaders to achieve the respective area Scripture goals. A very important element of the Scripture distribution program is oversight of distributions at state, regional, and national medical conventions.

Regardless of the scope of the convention, some elements are common to all. When preparing for and in follow-up to a medical convention, the following duties are important:

• Help secure Auxiliary to staff the convention booth. This should be coordinated through the Scripture regional program leader for that region. The state Scripture coordinator or her designee must attend all medical conventions.

• Order sufficient Medical Testaments (based on expected attendance) approximately a month in advance of the convention to allow sufficient time for processing, which includes obtaining trustee approval and shipping. Those staffing the booth will also need to have Personal Workers Testaments on hand to give fellow exhibitors and other non-medical attendees.

• Promote the importance of medical conventions at state cabinet meetings, state conventions, and Auxiliary Events.

• Encourage the sharing of testimonies and positive comments for the state paper and for International Headquarters.

• Include a challenging report at the state convention.

Some areas of the country attract great numbers of conventions, while other destinations are chosen less frequently. Funding for medical conventions, including booth fee, furniture rental fee, Medical Testaments, and other expenses, is supplied by the Auxiliary Scripture Fund, fifteen percent of which is set aside for the sole purpose of medical conventions. Therefore, no particular camp or state association must bear the burden of funding these events alone.

The two main categories of medical conventions are national/regional and state, and they are handled differently, as follows:

NATIONAL AND REGIONAL MEDICAL CONVENTIONS

National and regional medical conventions attract attendees from more than one state, and these conventions are assigned by the International Auxiliary Cabinet. Approximately three months in advance, a packet including a letter, a Medical Convention Report from a prior year (if available), blank copies of helpful forms, and exhibitor information from the event sponsor, is emailed by International Headquarters to the state Auxiliary Scripture coordinator and state Auxiliary president.

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Request for Auxiliary Scripture Funds (Item 612) is the vehicle for obtaining funding or ordering Scriptures. Regarding national or regional medical conventions, the sections requesting booth and furniture fees are handled by International Headquarters. These expenses have already been paid before International Headquarters emails the assignment packet. The sections relevant to the Scripture coordinator are those that involve personal expense reimbursement and Testament orders. These sections of Item 612 must be completed and forwarded to the international trustee for his approval. He will forward it to International Headquarters for processing.

Finally, the Medical Convention Report must be completed and sent to the state Auxiliary Scripture coordinator, who then will ensure that International Headquarters receives a copy. This information provides a history of this particular event for future opportunities and analysis.

Because the Medical Testaments are funded by a special medical convention fund (15% of Auxiliary Scripture Fund), those Testaments remaining after the convention must be held for future medical conventions and not reallocated for another use.

STATE MEDICAL CONVENTIONS

International Headquarters is not involved in procuring information or maintaining records for medical conventions within a particular state (i.e. Maryland Nurses Association or Illinois Health Care Association). The state Auxiliary Scripture coordinator, working closely with the Scripture regional program leader, should seek to identify state medical convention opportunities by:

• Watching for them to be announced in the newspaper, local paper ads, etc.

• Contacting medical facilities to learn of such a convention.

• Consulting the phone book yellow pages throughout the state to determine what nursing associations are within the state and which one may hold a nursing convention.

• Maintaining a record of those serviced in the past.

• Contacting Auxiliary in the medical profession.

Item 612 is also used to request funding for state medical conventions, for ordering Scriptures, and reimbursement for expenses involved (such as parking, and tolls). Item 612 must be sent to the international trustee for approval and forwarding to International Headquarters for processing.

As with National and Regional Medical Conventions, the Medical Testaments are funded by a special medical convention “account” (the 15% allocation of Auxiliary Scripture Funds). Therefore, those Testaments remaining after the convention must be held for future medical conventions and not reallocated for another use.

Reports and recordkeeping for state medical conventions are to be maintained by the state association. Reports from state medical conventions are sent to the state Auxiliary Scripture coordinator (who forwards a copy to International Headquarters) and become a part of the report at the state convention. No one camp receives credit for the distribution of these


Scriptures, but they are counted toward the attainment of that state’s Scripture goal.

TIPS FOR STATE AUXILIARY SCRIPTURE COORDINATORS

Familiarize yourself with Item 612. This is the form whereby you request payment of expenses related to medical conventions.

Send receipts for approved personal expenses, along with a supplemental Item 612, to your trustee for approval after the convention is concluded. The trustee will then forward it to International Headquarters.

Remember to complete the “National and Regional Medical Convention” report following the event. Crucial pieces of information are number of attendees (estimate), number of Medical Testaments distributed, and number of Personal Workers Testaments distributed.

Refrain from obligating The Gideons International for future conventions. Remember, only your zone trustee or international Auxiliary cabinet can authorize and financially commit to a medical convention. Often, the convention sponsor will attempt to get those manning the booths to commit to next year’s convention while on site at the exhibit hall. They may warn that failure to sign up immediately will result in forfeiting a space for next year. Nevertheless, the state Auxiliary Scripture coordinator is only responsible for obtaining an application and forwarding it to International Headquarters for national/regional conventions or to your zone trustee for state conventions.

Order any overlooked items. If you arrive at your booth and an essential item is missing (such as chairs), you may order them using your personal credit card. Call International Headquarters as soon as possible, and an attempt will be made to switch the charge to The Gideons International credit card to avoid any charges on your card.

Read exhibitor rules before arriving at the convention. Especially in certain markets, union rules prohibit certain activities, such as using a hand truck to transport materials.

Respectfully approach convention attendees. Most sponsoring organizations insist that all exhibitors only do business within the confines of their booths. Refraining from unsolicited witnessing, as well as avoiding Medical Testament distribution in the aisles, demonstrates respect for the rules of the exhibit hall. Organizations will reject future applications from The Gideons International if complaints are received from attendees. “Medical claims” such as recommending the Bible as a medical or psychiatric remedy is also grounds for rejection of future participation by The Gideons International.

Obtain files from the previous state Auxiliary Scripture coordinator. Certain state conventions are held annually, and your Auxiliary may have a tradition of exhibiting each year. Outgoing Scripture Coordinators should forward all communication regarding future opportunities to the new state Scripture Coordinator in a timely manner so that no opportunity is lost.

Keep good records so that you can refer to them as you plan to exhibit next year.

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IF YOU ARE A NEW AUXILIARY SCRIPTURE COORDINATOR, as soon as possible after your state election, contact the associations sponsoring annual events and give them your contact information. Better yet, ask the outgoing Scripture coordinator to make this contact for you. Be sure to have copies of the form Request for Auxiliary Scripture Funds (Item 612) available when requesting approval from Zone Trustee to attend a medical convention in your state.

Harvest names of potential booth staffers at your state association convention. Be proactive in your approach. IDEA: Set up a medical convention display along with a display of photos from last year’s medical conventions and include an interest sign-up sheet. (See example to follow.) This allows the membership across the state to see what a medical convention looks like and gives them an opportunity to get their names on the participant list.

Ask those who have staffed booths to recruit future staffers in their own camps. This way, you will have a variety of Auxiliary working at conventions from different areas.

Helps for keeping good records: As state Auxiliary Scripture coordinator, create a roster of Auxiliary who have worked at medical conventions in your state with appropriate contact information, including email addresses and the name of the medical convention in which they participated. (Toward this end, you may want to develop a sign-in sheet that can be part of the packet of information that you send to the Auxiliary in charge of each medical convention.) This contact information is helpful when searching for an experienced Auxiliary to be in charge of an upcoming medical convention. Additionally, it creates a wider base of Auxiliary from which to choose and is essential in involving more Auxiliary from as many different camps as possible. The roster will also help in pairing experienced workers with first-time participants.

Create an attractive table display at medical conventions. In keeping with a culture of excellence, attention must be given to the table display at medical conventions. Consider the following:

• Auxiliary Medical Retractable Banner (Item 651)

• OR Auxiliary Medical Table Top Display (Item 652)

• Fresh flowers

• Auxiliary Hospital Testament Display Card (Item 643)

• Scripture Request Forms (Item 644) – Once completed, these forms should be forwarded to the state Auxiliary Scripture coordinator. She will either forward for handling by the appropriate camp(s), if the contact is local, or for handling by International Headquarters, if the appropriate camp is unknown.

• Medical Testaments displayed on the table - Keep in mind that Testaments should be handed to the receiver, along with a greeting, rather than picked up from the table.

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AUXIL IA RY EVE N T S

OVERVIEW

The purpose of Auxiliary Events is to bring Auxiliary together to celebrate what God is doing through The Gideons International. Each Event will include excellent speakers to encourage participation in ministry, inspire commitment, motivate giving, and create a worldwide vision of The Gideons International. These events may be held by an individual camp, multiple camps, area, multiple-areas, a region, regions, or a combination of these within the association. Events also provide a marvelous opportunity to share the vision of The Gideons International with wives of pastors, Friends of Gideons (who are female), and potential members. (For more information regarding Auxiliary Events, visit the Resource Center on theConnection.)

ROLE OF AUXILIARY LEADERSHIP TEAM: Association Auxiliary Cabinet

• Set Faith Fund Offering Goal for Auxiliary Events • Select a Scripture verse to be used at all Auxiliary Events for the year. This Scripture

verse should be announced and publicized at the upcoming association convention (Each Event may look different depending on venue, theme, menu, and methods used by leaders or the Event chairman.)

• Determine if association will schedule multiple Events, such as regional, area and/or camp Event(s) or an association Event

• If an association, or regional Event is decided, the chairman and committee members are appointed by the Auxiliary cabinet at the first Auxiliary cabinet meeting following the association convention

Auxiliary Regional Directors • During the Regional Team Meeting discuss the association Auxiliary cabinet’s

direction regarding Event(s) for the Region; communication between the regional director and area director is key to the success of the Event

o Assist the Area Directors as needed in planning Area Events o Establish milestones, accountability and follow-up processes o Offer encouragement

Auxiliary Area Directors

• During Area Team Meeting held in advance of the Auxiliary cabinet meeting, prior to the association convention, discuss the following items and share results with the Auxiliary Regional Director

o Discuss possible arrangements of Event(s) for the Area, determining if any individual camps want to host an Event, or if multiple camps in the area


desire to jointly host an Event • Select the date(s) for the Event(s) • During the first Auxiliary Area Team Meeting following the association convention,

appoint committee chairman and members of the committee(s) and share with the Auxiliary Regional Director

o If an area Event, the area director should be the committee chairman with Auxiliary leadership from various camps serving as committee members

• If a camp or multiple camp Event, a camp Auxiliary president should be the committee chairman with Auxiliary leadership from the camps serving as committee members and will notify the Area Director of the offering amount

• Assist with securing Inspirational and International Focus speaker for each Event and report progress to Regional Director

Camp Auxiliary President

• During the camp Auxiliary cabinet meeting, discuss with camp Auxiliary officers the benefits of creating an Auxiliary Event

o Determine the attendees and if multiple camps will be involved o Create action items, which include the required elements, located on the

Resource Page o Communicate details of the Event to the Area Director. The Area Director

can provide assistance as needed and most importantly, prayer support o Following the Event, notify Area Director of the total offering

REQUIRED ELEMENTS Required elements for hosting an Auxiliary Event include the following:

1. Inspirational Auxiliary Speaker to present information regarding the work of The Auxiliary in a stirring message that will inspire the audience to greater service for our Lord; the message should contain a Faith Fund challenge

2. Faith Fund Offering (both mailed in and received by those attending); use the Offering Breakdown Form and send the offering to the state treasurer following the event

3. Theme selection for each event (may be different from year to year); include the theme in

promotional events

4. A meal or refreshments

5. “Ministry Moments” such as an Auxiliary-related testimony (salvation testimony or an activities testimony regarding the work of The Auxiliary)

6. Corporate prayer (prayer cards and prayer interest center optional)

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OPTIONAL ELEMENTS Optional elements for hosting an Auxiliary Event include the following:

1. Audience-appropriate training; for example, training on prayer and personal witnessing would apply to Auxiliary as well as pastor wives or Friends of Gideons who are female

2. International Outreach Focus Speaker provided by a Gideon or by an International Outreach video

3. Song leader to lead worship and/or Special Music

4. Availability of prayer cards and prayer interest center

5. Fun activities, such as ice-breakers, door prizes, games related to ministry, conversation starters


REPORTING OF ALL AUXILIARY EVENTS

Auxiliary Events give the Auxiliary opportunity to help obtain the overall state Faith Fund goal to provide Scriptures to Supported and International Outreach Ministry countries. Therefore, the offering is recorded as Faith Fund offerings and is not credited to the Auxiliary Scripture Fund.

For Auxiliary unable to attend these events, they may still participate by sending a Faith Fund offering with an Auxiliary who plans to attend or mail it to the Auxiliary area director.

Immediately after the event, the offering should be recorded by camp on the Auxiliary Event Offering Breakdown form and the offering sent to the state Gideon treasurer. (To access the Auxiliary Event Offering Breakdown Form, log onto theConnection>Resources>Other Ministry Information>Auxiliary Events.)

USE OF PUBLISHED MUSIC AT GIDEON AND AUXILIARY FUNCTIONS

The penalties for using published music without permission have become very stringent and are aggressively enforced. To avoid violation of copyright laws, it is important to operate within careful guidelines as it relates to using music at Gideon and Auxiliary meetings.

1. It is a violation of copyright law to print the words of a song with or without the music notes. Gideons and Auxiliary should not reprint songs on banquet programs and/or sheets of paper, etc.

2. Music at Gideon/Auxiliary meetings should not be recorded.

3. If music is accidentally recorded, it should never be sold.

Please note that the financial cost associated with avoiding the above guidelines would be prohibitive.

References: American Society of Composers, Authors or Publishers Broadcast Music, Inc. Legal Counsel

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AUXIL IARY HEART PROGRAM The Auxiliary HEART Program is the Auxiliary’s portion of the Faith Fund emphasis at the Saturday Auxiliary Presidents Breakfast and Auxiliary Luncheon at state association conventions. It is similar to the Gideon Countdown 100 Program in that participants are encouraged to set aside money every day for 100 days prior to the state convention. This donation could be $1 per day; the cost of one, two or three Scriptures per day; or another amount as God leads.

Donations from the Auxiliary HEART Program are directed to the International Outreach Fund, which is used to supply Scriptures to the more than 170 Gideon outreach countries that need our help to purchase Scriptures. Through the Auxiliary HEART Program, every Auxiliary, even less-active ladies, can have significant spiritual impact around the world.

The Auxiliary HEART Program is also used to promote the Auxiliary Luncheon Faith Fund goal at the International Convention.

AUXILIARY HEART PROGRAM TIMELINE

11 MONTHS PRIOR TO STATE ASSOCIATION CONVENTION

At the first cabinet meeting following the previous convention, the state Auxiliary cabinet sets the Auxiliary Faith Fund goal, which is part of the total convention Faith Fund goal.

6 MONTHS PRIOR TO STATE ASSOCIATION CONVENTION

The state Auxiliary president initiates the Auxiliary HEART Program by announcing the Auxiliary Faith Fund goal in the state paper—providing copy and HEART Program theme art/logos to the state editor (available online > State Directory > State Administration)—taking into account submission deadlines.

The state Auxiliary Scripture funds coordinator sends a letter to each camp Auxiliary president to help her understand the Auxiliary HEART Program and build enthusiasm for the challenge to come. (The letter can be downloaded online > State Directory > State Administration, and the theme logo can be added.) The letter will:

• Communicate the purpose of the campaign, and instruct the camp Auxiliary president to mention the Auxiliary HEART Program in her report at every camp meeting, from now until the convention.

• Ask for prayer for this effort, and the convention, at each prayer meeting.

• Instruct the camp Auxiliary president to contact every Auxiliary about taking part—by daily setting aside the cost of one, two, three or more Scriptures. Contact can be made in person, on the phone, by email or by letter.


• Advise her that offering envelopes from members will be coming to her. However, if no Auxiliary from the camp will be attending the convention, the offering should be sent to her Auxiliary area director.

The area director begins promoting the Auxiliary HEART Program to all of her camps and encouraging them to participate. She shares the convention goal at area team meetings and the potential of this program to reach many souls with God’s Word. She also communicates regularly with the Scripture funds regional program leader regarding the Auxiliary HEART Program emphasis for the convention.

While the state Auxiliary president is responsible for initiating the Auxiliary HEART Program through the state paper, it is the Scripture funds coordinator who has oversight responsibility for the promotion of the Auxiliary HEART Program. She encourages the Scripture funds regional program leaders to work closely with the area directors in promoting the program in the camps, and she ensures that the Auxiliary HEART Program is implemented across the entire association.

120 DAYS PRIOR TO STATE ASSOCIATION CONVENTION

The state Auxiliary Scripture funds coordinator has the member letters, offering envelopes, and mailing envelopes printed and prepared for mailing. (The letter and Auxiliary HEART Program theme art/logos can also be downloaded online at the State Resource Board.)

• The letter will need to be completed with information specific to the state association in the spaces indicated, adding the Auxiliary HEART Program logo if desired.

• The offering envelopes should have the following statement printed on them: “Please give or send your Auxiliary HEART Program offering to your camp Auxiliary president.”

• If possible, the letters should be personalized using mail merge.

• The necessary mailing labels can be downloaded online or may be obtained from the state Gideon secretary or International Headquarters.


The state Auxiliary Scripture funds coordinator mails the Auxiliary letter and an offering envelope to every Auxiliary in the state association by first class mail.


The state Auxiliary Scripture funds coordinator works with the Auxiliary Scripture funds regional program leaders, encouraging them to contact the camp Auxiliary presidents to check on the progress of the Auxiliary HEART Program in each camp in the region.

The state Auxiliary president mails a letter or sends an email to each camp Auxiliary president in

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the state association—encouraging her to make plans to attend the state convention, inviting her to the Auxiliary Presidents Breakfast on Saturday morning, and asking her to bring her camp’s Auxiliary HEART Program offering to the Auxiliary Presidents Breakfast. (This email can be downloaded online at the State Resource Board.)


The state Auxiliary Scripture funds coordinator telephones each area director to verify that each camp in her area is participating in the Auxiliary HEART Program and to make her aware that the Auxiliary Presidents Breakfast will include a camp roll call. Camp Auxiliary presidents will bring the camp Auxiliary offering to the breakfast, and these offerings will be presented by area. The total received at the breakfast will be combined with the Auxiliary luncheon offering, and both become an integral part of the overall Auxiliary Faith Fund goal for the convention.

The area director again contacts the Scripture funds regional program leaders to ensure that all camp Auxiliaries are informed about—and are participating in—the Auxiliary HEART Program.

Camp Auxiliary presidents encourage each and every member who will not be attending the convention to bring her Faith Fund offering to the monthly meeting or mail it to the camp president.

Scripture funds regional program leaders call camp Auxiliary presidents to follow up on the progress of the Auxiliary HEART Program.


The area director contacts each camp Auxiliary president in her area to ensure the camp offering is being collected and will be presented at the Auxiliary Presidents Breakfast.

6 TO 10 DAYS PRIOR TO STATE ASSOCIATION CONVENTION

The area director collects camp offerings from camp Auxiliary presidents who will not be attending the Auxiliary Presidents Breakfast. Area directors should also watch their mail because some camp Auxiliary presidents with no member attending the convention will be sending their Auxiliary HEART Program offerings.

AT THE STATE ASSOCIATION CONVENTION

Camp Auxiliary presidents bring camp offerings to the convention and present them during the roll call at the Auxiliary Presidents Breakfast. In the event the camp Auxiliary president is unable to attend, the area director will turn in the camp’s offering.

The state Auxiliary Scripture funds coordinator is in charge of the roll call at the breakfast. Assisted by the state Auxiliary secretary-treasurer or other capable Auxiliary, she will record offerings on the roll call spreadsheet projected on a screen.


If a camp Auxiliary president, or her designee, is not in attendance, the area director will turn in the camp’s offering.

The total amount recorded at the Auxiliary Presidents Breakfast will be combined with the Auxiliary luncheon offering and, together, will count toward the overall Auxiliary Faith Fund giving for the convention.

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PRE-CONVENTION LEADERSHIP ANALYSIS Since the primary purpose of the convention is to elect the leadership for the state association for the next year, it is imperative that the state Auxiliary president, with the other primary officers and under the supervision of the international zone trustee, analyze well in advance each position to be filled at the convention. Unless the leadership is in place before the end of the convention, the work can be severely handicapped. Therefore, great emphasis should be placed upon completion of the cabinet and the appointment of regional directors, program coordinators, area directors, and regional program leaders before leaving the convention site. This process is absolutely critical to the success of the state association during the ensuing fiscal year. This is best accomplished using a pre-convention leadership analysis at the cabinet meeting preceding the state convention. The cabinet will:

a. Indicate whether the incumbent is eligible or ineligible to succeed herself;

b. Recommend replacement if warranted, even if there is eligibility for further service; and

c. Suggest a woman to potentially fill each position.

A form to facilitate this process is included in the following pages.

Advance preparation for the election of officers, especially in the case of those ineligible for re-election, is essential to an orderly transition of the state cabinet. Thus, with guidance and encouragement from the zone trustee, the state Auxiliary president should either confirm each officer’s re-election potential or seek out Auxiliary who would allow their names to be placed in nomination. Above all else, the state Auxiliary president needs to seek God’s wisdom and counsel with respect to those who are nominated for election to the other primary cabinet positions.

It is recommended that potential leadership be contacted prior to the convention, with prayer and the spirit of understanding that the inquiry is not assurance of actual election (or appointment), but rather is an effort to ascertain their sense of commitment and willingness to serve IF elected or appointed to a position. This preliminary work does not assure anyone of a position and should not be construed as committing the newly-elected cabinet to any unwanted agreements. Properly exercised, however, this process of identifying capable and available women for the new cabinet’s consideration can save hours of work and can advance the completion of the state organizational structure by weeks or sometimes months. The international zone trustee is responsible for assuring the timely completion of this analysis, and advises the international Auxiliary cabinet representative that the work has been completed prior to the convention.

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AUXIL IARY CABINET ELECTION DAY T IMETABLE [Saturday of Convention]

[The timetable below presumes the state Auxiliary leadership team has fully conducted the pre-convention analysis procedures under the direction of the zone trustee.]

12 Noon The Auxiliary President meets briefly with newly elected primary officers for the purpose of electing the regional directors and program coordinators. Emphasis is upon the election of the most qualified woman for each position. Election of the regional directors and program coordinators should be recorded in the minutes of the post-convention (Saturday afternoon) state leadership meeting. A list of all elected officers should be furnished to the moderator of the Auxiliary Luncheon prior to the beginning of the luncheon.

1:00 p.m. The moderator of the Auxiliary Luncheon should announce the newly elected cabinet (primary officers, regional directors and program coordinators) will meet with the international Auxiliary cabinet representative following the closing prayer. It is very important that the closing prayer include prayer for the newly elected cabinet.

3:15 p.m. The state cabinet (primary officers, regional directors and program coordinators) meet immediately following the Auxiliary luncheon. The IACR participates in this meeting. The newly elected state Auxiliary president calls the meeting to order, has prayer led by the chaplain, and begins with the discussion and formal appointment of area directors and regional program leaders. These appointments should be recorded in the minutes of the post-convention state cabinet meeting. Then, she turns the meeting over to the IACR. This will be a time to review goals and action plans for the current year, and evaluate the Auxiliary portion of the convention program. The IACR offers a brief challenge and prayer of dedication for the new state leadership team.

NOTE: When a new president is elected, the outgoing president is still responsible for having prepared adequate copies of the agenda to give to the newly elected president.

The IACR is dismissed from the meeting and the state Auxiliary president completes any other required business.

NOTE: The election of regional directors and program coordinators, and appointment of area directors and regional program leaders prior to the end of the convention is critical. All state Auxiliary cabinet members, area directors, and regional program leaders should deliberately seek out and develop leadership potential within the state membership prior to the state convention and encourage those individuals to make themselves available to be used of God at the state level.


POST-CONVENTION CABINET MEETING AGENDA

[Meeting to be held on Saturday after Auxiliary Luncheon at state convention]

Participants

• President

• Vice President

• Secretary-Treasurer

• Chaplain

• Regional Directors

• Membership Coordinator

• Scripture Coordinator

• Scripture Funds Coordinator

• GideonCard Coordinator

3:15 p.m. Call to Order [ Auxiliary President] Opening Prayer [ Auxiliary Chaplain]

Formal Appointment of Area Directors and Regional Program Leaders [ Auxiliary President ] Comments [ International Auxiliary Cabinet Representative ] • Review Auxiliary performance for previous year • Review current goals and action plans • Evaluate the Auxiliary portion of the convention program • Brief challenge and prayer of dedication for new state leadership team IACR dismisses from meeting

Other Business [ Auxiliary President] Meeting Adjourned

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MISCELLANEOUS COMMUNICATIONS

theConnection is a key element of the state association communications strategy. The state webmaster is responsible for the administration and maintenance of electronic communications, including the state’s operation of theConnection. He is responsible to the state Gideon secretary, who may act concurrently as the webmaster, but is subject to the three-term limit as secretary. Content on theConnection must always be within approved Gideon policies and guidelines. Use of theConnection at all levels must comply with the technical development by International Headquarters.

theConnection is ideally suited for today’s membership environment and facilitates the task of maintaining contact with the membership regarding key ministry developments. It quickly provides a wealth of information and makes the ministry far easier to manage so that more membership energy can be spent on the fundamental purpose of reaching others for Christ. theConnection provides state officers immediate access to secure state reports and other information vital to its management role.

Questions and requests for assistance about electronic communications, the public website, and implementation or maintenance of theConnection should be directed to the Information Technology Division at International Headquarters. The Gideon policy on electronic communications must be diligently followed.

CORRESPONDENCE FROM INTERNATIONAL AUXILIARY CABINET OFFICERS

Correspondence from the International Auxiliary Cabinet Officers should be read promptly and shared immediately with the appropriate parties. Because the hands-on aspect of the ministry is done at the camp level, it is essential that these laborers be privy to the most up-to-date information available.

SPECIAL CONFERENCES

The International Auxiliary Presidents Conference is a biennial event held in Nashville, Tennessee. USA state association presidents, presidents of national associations, the International Auxiliary Cabinet and International Auxiliary Cabinet Representatives convene usually the third weekend in January for an intense overview of the latest developments in management structure, program innovations, and ministry trends. National Auxiliary presidents and USA state Auxiliary presidents are expected to attend this vital conference.

Additional management and leadership conferences may be held from time to time in USA zones for the purpose of communicating and training leadership in the latest ministry developments. Again, state cabinet members are expected to attend these conferences as appropriate to their areas of responsibility.

Expenses of state cabinet members to attend these special conferences may be paid from state promotional funds.


WIDOWS OUTREACH

Under the direction of the state Auxiliary chaplain, state leadership is encouraged to take James 1:27 to heart, by encouraging the widows in their state association to remain active members of the Association in honor of their husband’s legacy of faith. In addition, many widows long for the continued fellowship of women who are like minded and have a deep burden and love for reaching the lost. However, many widows cannot be active, yet they continue to support the Gideon ministry through very active prayer lives, through use of the GideonCard Bible Program, and through financial gifts. They are a very special asset to the Gideon ministry. Below are some very specific ways to stay connected with the widows in your association:

Establish a Widows Committee. The state Auxiliary cabinet may appoint a “Widows Committee” to supervise a program of encouragement, support, and communication for USA Auxiliary who are widows. The committee consists of three Auxiliary (one of whom should preferably be a widow). This committee will be chaired by the state Auxiliary chaplain, who will serve as the liaison between the committee and the state cabinet. Additionally, a widow’s liaison may be appointed in each area to work with the state chaplain. This enables more frequent personal contact with each widow.

Keep an up-to-date list of widows. A current list of widows’ names, addresses, telephone numbers, and camps can be found on theConnection (Resources > State Directory; under State Tools, click on Widows.)

Encourage widows to participate. Promote active participation in every phase of the work of the local Auxiliary ministry by:

• Sending personal letters.

• Sending holiday greeting cards.

• Encouraging attendance at Auxiliary Events

• Encouraging the camp to provide transportation to meetings, distributions and conventions.

• Encouraging the camp to pay her dues or encourage “veteran membership” when necessary.

Encourage widows to give. Widows’ participation in the Auxiliary HEART Program and attendance at state and international conventions should be encouraged. Arrange room-sharing at retreats and conventions to reduce their expenses.

MEMBERSHIP DISCIPLINE

Situations may arise from time to time that necessitate disciplinary action. Discipline issues related to the Auxiliary are always referred to the camp Gideon chaplain for handling in accordance with Scripture. When discipline of an Auxiliary becomes necessary, the procedure

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involves the application of Galatians 6:1. Under no circumstances should any Auxiliary take responsibility for administering discipline.

FINANCE

State Auxiliary Budget

The state Auxiliary secretary-treasurer prepares the annual state Auxiliary budget and submits it to the state Auxiliary cabinet for approval prior to the state’s fiscal year end. The State Auxiliary Budget (Item 610) is downloadable on theConnection. The approval of the state Auxiliary cabinet then allows the state Auxiliary secretary-treasurer to disburse state promotional funds or expenses within the budget.

State Convention Offerings – Remittance

Auxiliary offerings received at the Auxiliary Presidents Breakfast and Auxiliary Luncheon should be counted, recorded, and given immediately to the state Gideon treasurer, who will send it to International Headquarters. The amount of the combined Auxiliary offering should be included in the next annual state Auxiliary secretary-treasurer’s report.

Auxiliary Event Offerings – Remittance

Immediately following these camp/area/region/state events, the offerings should be counted and recorded by camp. The Luncheon Offering Breakdown form, along with the funds, should be sent immediately to the state Gideon treasurer for transfer to International Headquarters.

Dues

Auxiliary membership dues are $30.00 per year. Of this amount, $9.00 is rebated to the state association as soon as practical following the end of each fiscal year, May 31. These rebates make up the Auxiliary State Promotional Fund. The Auxiliary State Promotional Fund is used exclusively for promotional work during the year in which the rebate is received under direction and approval of the state cabinet. These rebated funds must not be used for the purchase of Bibles or New Testaments.

Promotional Funds

Promotional funds should not be stockpiled or accumulated from year to year unless there are extenuating circumstances. A general guideline has been established for state associations to end the fiscal year with no more than $5.00 in promotional funds per state Auxiliary. Excessive promotional funds are subject to being transferred to other states that may have shortages. USA zone trustees of state associations with excessive promotional funds are requested to notify the USA division director at International Headquarters so that other zone trustees can be advised in the event of a shortage elsewhere. Any transfer of state promotional funds among state associations must have the prior approval of the zone trustee of the state from which the funds are transferred.


If the rebates are not sufficient for the promotional needs of the Auxiliary, a freewill offering may be received from the local Auxiliaries. This offering, combined with the rebate, becomes a part of the Auxiliary State Promotional Fund, and it must be used for approved promotional expense items.

Approved Promotional Expenses

The following is a list of expense items for which promotional funds may be used with the approval of the state Auxiliary cabinet:

State Convention

Hotel and meal expense for the Auxiliary Luncheon testimony speaker. Expenses for testimony speaker should include travel expenses* and one night’s lodging and meals (unless it is more economical because of travel expense to include a Saturday night stay over). Additionally, $150 should be allocated for honorarium and incidental expenses.

• Expenses involved in providing a supervised nursery during the convention if not paid by the Gideons.

• Other state convention expenses approved by the state Auxiliary cabinet. NOTE the state Auxiliary cabinet allocates promotional funds to cover state convention expenses, for example, luncheon favors, decorations, flowers and similar expenses. If the budgeted amount is not sufficient, it is the responsibility of the local camps to absorb additional expenses.

• Expenses incurred in connection with the Auxiliary Presidents Breakfast

• Printing of Auxiliary Luncheon programs

• Printing and postage for promotional material

• Audio visual equipment rental

• Promotional material expenses associated with instituting the Auxiliary HEART Program emphasis for the state convention.

• Expenses associated with engaging a non-Auxiliary to lead music (honorarium of $75-$100 per day, plus travel and convention expenses.) Per international policy, no honorarium should be paid to Auxiliary participants.

Membership Program

• Expense of guest meals for prospective Auxiliary at Auxiliary Camp Development Plan dinners when not paid by the camp.

• Printing and postage expense for letters and postcards used in Camp Development Plans.

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• Expenses incurred in telephoning prospects for Camp Development Plans.

• Hotel and mileage expense for state appointed Auxiliary leaders who go on special assignments such as the formation of a camp Auxiliary.

State Leadership Team Activities

• Auxiliary leadership team meeting expenses

• Printing, postage, stationery, envelopes, and necessary telephone calls

• Mileage for state Auxiliary leadership team members to and from state cabinet meetings*

• Expense of a state officer (usually the state Auxiliary president) to attend the International Convention

• Expense of state Auxiliary president to attend the biennial Auxiliary Presidents Conference

• Expenses of state leadership team to attend special meetings and conferences within the zone

• Camp visitation and training expenses by cabinet members or other authorized cabinet-designated members

Training Conferences

• Expenses approved in advance by the state Auxiliary cabinet associated with holding Camp Auxiliary Presidents Conferences, Auxiliary Events, etc.

− Fees for facility rental

− Printing, postage, promotion, and miscellaneous expenses (e.g., favors, table decorations, name tags)

− Travel, meal and hotel accommodations for testimony, international focus and inspirational speakers, and non-Auxiliary song leader/soloist

− Applicable honoraria for a non-Auxiliary testimony speaker and non-Auxiliary song leader/soloist

* For all travel expenses, the reimbursement should be mileage (at the rate established by the Internal Revenue Service) or airfare, whichever is less. Travel expenses include reimbursement for incidentals, i.e., car rental, parking, and taxi fare.


Capital Expenditures

The purchase of capital equipment, such as video projectors, computers, etc., should be considered only after prayer and assurance that all other promotional work is properly funded. An important part of the consideration is the useful life of the equipment and the cost and availability of its maintenance. Renting the equipment is often a better alternative in view of rapid technological changes. The decision to purchase such items is subject to the approval of the state Auxiliary cabinet with final approval of the USA zone trustee.

STATE SECRETARY-TREASURER’S ANNUAL REPORT

1. The secretary-treasurer should prepare an annual report on Item 616 located on theConnection to be presented at the annual state convention, and should have it audited before the time of the convention.

2. The treasurer’s report given at the state convention should be accepted by a separate motion, requested by the state president, seconded, and a vote of the convention members taken. This is done at the Saturday morning business session.

3. It is NOT necessary for the treasurer’s report to be read if it has been distributed on Friday and everyone has received a copy.

4. The action to receive this report generally takes just a few minutes. This gives opportunity for questions to be asked concerning the annual treasurer’s report. Although the treasurer’s report has been audited, there is still the opportunity to ask questions or make clarifications as necessary.

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APPENDIX I : CHARTS/MAPS

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APPENDIX I I : JOB DESCRIPT IONS/STATE ELECTIONS

JOB DESCRIPTIONS – STATE CABINET AND OTHER STATE LEADERSHIP POSITIONS

STATE AUXILIARY PRESIDENT

1. The state Auxiliary president is the chief executive officer of the state association Auxiliary. In this capacity, she is responsible for formulating and accomplishing the state objectives within a stated time frame, utilizing the resources available.

2. She is responsible to perform all duties usually pertaining to that office.

3. She recommends qualified Auxiliary for election as state regional directors, state program coordinators and appointment as area directors and regional program leaders, committee members and training team members for approval by the state cabinet.

4. If the state Auxiliary GideonCard coordinator is not elected by the state Auxiliary cabinet, she appoints an Auxiliary officer (member of the primary cabinet) to fulfill the responsibilities of program coordinator of the GideonCard Bible Program as it relates to the Auxiliary.

5. She is responsible to work with all state Auxiliary officers, regional directors and program coordinators and the state Gideon president in setting, promoting, and achieving goals within the state association. This includes supervising plans and timetables for each goal.

6. She utilizes the Monthly State Summary Report received from International Headquarters as a means for checking the overall activity of each phase of the ministry within the state.

7. She prays for, encourages and endeavors to inspire each state association officer, and delegate’s duties appropriately.

8. She keeps abreast of the latest developments in the Gideon ministry and supports all policies established by The Gideons International.

9. She works with the state secretary-treasurer to plan each state cabinet meeting using a prepared agenda.

10. She promotes, through the state association Auxiliary, the Auxiliary components of the international program.

11. She should understand parliamentary procedure, including Robert’s Rules of Order.


12. She must attend the Auxiliary Presidents Conference held every two years, normally in late January.

13. She is accountable to the state president and the international zone trustee and seeks their counsel and assistance as needed.

14. She should set the example to the Auxiliary in the state association by assisting or attending all key functions.

15. She should strive to set the example of conducting the ministry with the highest standard of excellence.

STATE AUXILIARY VICE PRESIDENT

1. The state Auxiliary vice president is responsible to assist the state Auxiliary president in formulating and accomplishing the state objectives utilizing the resources available within a stated time frame.

2. The state Auxiliary vice president will aid the state Auxiliary president continually in every way possible.

3. The state Auxiliary vice president will perform the duties of the Auxiliary president in her absence.

4. The state Auxiliary vice president will serve as chairman of the Auxiliary state convention program committee and supervise the activities of the local Auxiliary committees. She is responsible for publicity and for promoting attendance at all state meetings.

5. At the discretion of the state Auxiliary president, the state Auxiliary vice president will be responsible for coordinating various training activity in the state.

6. The state Auxiliary vice president will assist in developing leadership abilities officers in the association.

7. The state Auxiliary vice president is to understand parliamentary procedure, including Robert’s Rules of Order.

8. The state Auxiliary vice president will make herself generally useful to the state association.

9. The state Auxiliary vice president is to set the example to the Auxiliary in the state association by conducting the ministry with the highest standard of excellence and by assisting or attending all key functions.

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STATE AUXILIARY SECRETARY-TREASURER

1. The state Auxiliary secretary-treasurer should make certain that every cabinet member receives a notice of each state cabinet meeting, and that such notice is sent well in advance of the meeting. She should make sure that every notice of cabinet and other meetings clearly specifies the date, hour, place and purpose of the meeting.

2. She may assist the state president in preparing the agenda for state cabinet meetings. Upon completion, it should be typed and sent out by the secretary-treasurer to each cabinet member. She reminds all cabinet members of their responsibility to present a written report at cabinet meetings.

3. She shall keep a careful and concise record of all business at all the state cabinet meetings. She should write minutes while notes are fresh. Following collaboration with the state Auxiliary president, she sends a copy to each state cabinet member, a copy to the state Gideon president, and a copy to the international zone trustee within 21 days following the cabinet meeting.

4. She should handle all correspondence in a timely manner, using Auxiliary letterhead.

5. She shall keep a careful and concise record of all business and activities at the annual state convention.

6. She is responsible to furnish an annual report for the last completed fiscal year as well as a progress report of the current fiscal year.

7. She should prepare the State Auxiliary Secretary-Treasurer’s Annual Report (Item 616), to be presented at the annual state convention. It should be audited before the time of the convention by the state Gideon treasurer (or other authorized Gideon officer). The audited report should be presented during the Auxiliary Business Session and included in the report hand-outs.

8. She compiles and maintains a statewide list of qualified Auxiliary speakers.

9. Offerings.

a. She shall see that the Faith Fund offering received at the state convention Auxiliary Presidents Breakfast (as a result of implementation of the HEART Program) and the Auxiliary Luncheon is given immediately to the state Gideon treasurer who will forward it to International Headquarters. The amount of this offering should be recorded in the next state Auxiliary secretary-treasurer’s annual report. [She should be available to assist the Scripture Funds Coordinator as needed at the breakfast and also give offering instructions at the luncheon.]

b. Auxiliary Events. Faith Fund offerings received at Auxiliary Events shall be sent immediately to the state Gideon treasurer, who will forward it to International


Headquarters. The amount of these offerings should be sent to the state Auxiliary secretary-treasurer. She shall record the amount of these offerings in the next state Auxiliary secretary-treasurer’s annual report.

c. Other Funds. The secretary-treasurer shall be responsible for the Auxiliary State Promotional Fund. She shall see that it is deposited where designated by the state Auxiliary cabinet and expended as authorized by the state Auxiliary cabinet on authorized expenses.



STATE AUXILIARY CHAPLAIN

1. The state Auxiliary chaplain shall stress the Auxiliary spiritual objectives, stimulate prayer, encourage personal witnessing by Auxiliary and emphasize using Auxiliary Personal Workers Testament.

2. She shall fulfill the responsibilities of the Auxiliary Prayer and Personal Witnessing program, serving as chairman of the prayer and personal witnessing program committee. She shall work with the prayer and personal witnessing regional program leaders in developing a long-range plan to reach maximum potential in the program.

3. She shall encourage the use of the Daily Bible Reading and Prayer Calendar, use of The Prayer Center on theConnection (Resources tab > Prayer Center) for travel itineraries of Gideons on assignment, and participation in the International Hour of Power, the International Day of Prayer and encourage a personal quiet time by individual members in the state.

4. She shall encourage ministry to female inmates in correctional facilities and residents of domestic violence shelters.

5. She shall endeavor to be of assistance in time of sickness or trouble and send words of comfort to bereaved Auxiliary within the state association. She should request death notice information from the local chaplains. Lists are also available in The Gideon magazine.

6. She should establish and monitor prayer chains which are used to communicate vital prayer requests and report praise for answered prayer. Prayer chains should be initiated by the local Auxiliary chaplain, state Auxiliary chaplain, or international Auxiliary chaplain. The same policy regarding things we do not do or discuss at Gideon and Auxiliary meetings applies to prayer chains (see Gideon Guide Book, “Things We Do Not Do or Discuss at Gideon Meetings”). Prayer chain items should be kept brief and

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accurate. Direct contact should be made with prayer chain participants to ensure confidentiality. If a person cannot be reached directly, contact the next person on the list. These guidelines apply to both telephone and e-mail prayer chains. It is always encouraging to communicate praise reports of answered prayer back through the chain.

7. She shall be responsible for the Scripture and prayer portion of state Auxiliary cabinet meetings.

8. It is the duty of the chaplain to arrange for state convention Auxiliary prayer meetings, and she shall see that they are properly planned. A moderator should be selected for each prayer meeting that will be responsible for Scripture and written Gideon and Auxiliary prayer requests. The state chaplain should give the Saturday forenoon devotional preceding the annual election of officers. This devotional should be a message challenging Auxiliary to service, and should not be based on the theme of the convention.

9. The state Auxiliary cabinet may establish a Widows Committee to encourage and communicate with all widows in the state association. The state Auxiliary chaplain serves as the liaison between the committee and the state cabinet; she will serve as the chairman of the Widows Committee. She is responsible for supervising, encouraging, and communicating with the committee. The cabinet may select up to a total of three members (married or widowed) to serve on the committee. [Refer to the “Miscellaneous” section of this manual for information on establishing a program of encouragement, support and communication for USA Auxiliary who are widows.]



STATE AUXILIARY SCRIPTURE COORDINATOR

1. The state Auxiliary Scripture Coordinator is elected by the state Auxiliary cabinet and becomes a member of the cabinet.

2. She is accountable to the state Auxiliary president and state Auxiliary cabinet and reports at state Auxiliary cabinet meetings.

3. She is responsible for promotion, coordination, and direction of the Auxiliary state Scripture program, and for the attainment of Auxiliary state Scripture goals. She coordinates the Auxiliary state Scripture program in conjunction with Auxiliary Scripture regional program leaders and works with the area directors to achieve area Scripture goals.

4. She is responsible for planning, convening and conducting the Scripture program


committee meetings.

5. She works with the Scripture program committee to develop (a) a long-range plan to reach maximum potential, and (b) annual goals, to submit to the state Auxiliary cabinet.

6. She works with the Scripture program committee to develop appropriate action plans to help camps attain their Scripture goals.

7. She trains and supervises the Scripture regional program leaders so they can determine how to assist camp Auxiliaries in implementing action plans to achieve program goals.

8. In addition, she will:

a. Contact and correspond with state nurse associations to secure the time and place of their state conventions and send this information to local Auxiliaries in whose city the convention will be held.

b. Use Item 612 to order Medical Testaments and for the expenses involved (such as booth rental fees, parking, and tolls) in the distribution of the Testaments at state medical conventions, subject to the approval of the international trustee for that state association. Item 612 is to be sent to the international trustee for approval and forwarding to International Headquarters for processing of the Scripture order.

c. Enlist the assistance of the RPL and camp Auxiliary Scripture secretary to recruit exhibitors.

d. Ensure that all Medical Testaments left over from state medical conventions are saved for the next state, regional (covers more than one state), or national medical convention. They should not be given to one of the local Auxiliaries and used in their work.

e. Remind the local Auxiliary (or Auxiliaries) to bring a supply of Auxiliary Personal Workers Testaments. These should be given on a one-on-one basis in personal witnessing. [These are to be noted in the camp Auxiliary minutes in order to document camp activity.]

f. Ensure that reports for state medical conventions are sent to international headquarters.



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STATE AUXILIARY MEMBERSHIP COORDINATOR

1. The state Auxiliary membership coordinator is elected by the state Auxiliary cabinet and becomes a member of the cabinet.

2. She is accountable to the state Auxiliary president and Auxiliary state cabinet and reports at Auxiliary state cabinet meetings.

3. She is responsible for promotion, coordination, and direction of the Auxiliary state membership program, and for the attainment of Auxiliary state membership goals. She coordinates the Auxiliary state membership program in cooperation with the area directors and works with the area directors and regional program leaders to achieve the respective area membership goals.

4. She is responsible for planning, convening and conducting the membership program committee meetings.

5. She works with the membership program committee to develop (a) a long-range plan to reach maximum potential, and (b) annual goals, to submit to the state Auxiliary cabinet.

6. She works with the membership program committee to develop appropriate action plans to help camps attain their membership goals.

7. She trains and supervises the membership regional program leaders so they can determine how to assist camp Auxiliaries in implementing action plans to achieve program goals.

8. In order to achieve #3 above, she will:

a. Work with the state membership coordinator in seeing that the Membership Program Manual (Item 128) is used in EVERY camp engaged in a Camp Development Plan. She also works closely with the Gideon and Auxiliary Camp Development Leaders in implementing the entire program.

b. Familiarize herself with and ensure the use of Item 128, which include introductory information, instructions, training materials, checklists for preparations, membership challenge outline, monthly checklists, monthly camp meeting materials, sample letters, forms to be used, and the monthly report form.

c. Train qualified Auxiliary to be Auxiliary Camp Development Leaders in a Camp Development Plan by conducting state Auxiliary training seminars. She also follows up and assists each development leader ensuring that she is properly orienting all new members, drawing them into active participation.

d. Ensure that development leaders understand the process of mentoring new members by the existing officers or by the development leader.


e. Contact the Gideon Camp Development Leader concerning the arrival and/or use of Auxiliary supplies that are ordered when a Camp Development Plan is conducted by International Headquarters, since both the Gideon and Auxiliary training supplies are automatically sent by the international representative to the Gideon Camp Development Leader.

f. Work with the Auxiliary membership regional program leader to follow up to be sure the Auxiliary Camp Development Leader receives her supplies if the Camp Development Plan is conducted by the state cabinet, since the Auxiliary training supplies are contained in the Camp Development Plan Training Supplies Packet (Item 9000-CDP), which is ordered by the Gideon area director. The cost of the training supplies will be borne by the Gideon State Promotional Fund.

g. Promote the use of the New Camp Training module (Item 128) in ALL existing Auxiliaries where Gideons have either already held a Camp Development Plan but failed to achieve an active Auxiliary, or in camps where Gideons have not projected a Camp Development Plan for the near future and the Auxiliary is inactive.

h. Appoint the Auxiliary moderator for the Auxiliary Camp Development Plan, which is the first monthly meeting after the Camp Development Plan dinner.

i. Assist with Annual Membership Dinner. She should be familiar with and encourage the use of the Gideon and Auxiliary Membership Program manual (Item 128).

j. Assist in dues renewal of widows in the state. She shall follow and encourage the usage of the Membership Retention Project.

k. Promote the use of “One Life Touching Another” DVD (Item 658D13) and corresponding promotional brochure (Item 658-13) in all membership efforts.



STATE AUXILIARY SCRIPTURE FUNDS COORDINATOR

1. The state Auxiliary Scripture funds coordinator is elected by the state Auxiliary cabinet and becomes a member of the cabinet.


3. She is responsible for promotion, coordination, and direction of the state Auxiliary

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Scripture funds program, and for the attainment of state Auxiliary Scripture funds goals. She coordinates the Auxiliary state Scripture funds program in cooperation with the area directors and works with the area directors and regional program leaders to achieve the respective area Scripture funds goals.

4. She is responsible for planning, convening and conducting the Scripture funds program committee meetings.

5. She works with the Scripture funds program committee to develop (a) a long-range plan to reach maximum potential, and (b) annual goals, to submit to the state Auxiliary cabinet.

6. She works with the Scripture funds program committee to develop appropriate action plans to help camps attain their Scripture funds goals.

7. She trains and supervises the Scripture funds regional program leaders so they can determine how to assist camp Auxiliaries in implementing action plans to achieve program goals.

8. Through the Auxiliary Scripture funds regional program leaders, she will promote personal giving to (i) the camp Auxiliary Scripture Fund; and (ii) the Faith Fund at Auxiliary Events.

9. Following initiation by the state Auxiliary president of the Auxiliary HEART Program appeal for state conventions, she shall promote the convention Faith Fund offering and encourage participation using the resources provided by International Headquarters. She shall ensure that the Auxiliary HEART Program is implemented across the entire association.



STATE AUXILIARY GIDEONCARD COORDINATOR

1. The state Auxiliary GideonCard coordinator is an optional position elected by the state Auxiliary cabinet and, if so elected, becomes a member of the cabinet. (If this optional position is not elected by the state Auxiliary cabinet, the state Auxiliary president should appoint a member of the primary cabinet to fulfill the responsibilities of program coordinator for the GideonCard Bible Program.)


3. The Auxiliary GideonCard coordinator works in close cooperation with the state


GideonCard coordinator who is responsible for setting program goals and for the state association’s overall achievement of the goals.

4. The Auxiliary GideonCard coordinator is responsible for promoting, coordinating, and creating an awareness of The GideonCard Bible Program as it relates to the Auxiliary. She coordinates the program in conjunction with the Auxiliary GideonCard regional program leaders and works with Auxiliary area directors to ensure the achievement of maximum potential by the Auxiliary.

5. She is responsible for planning, convening and conducting the state Auxiliary GideonCard program committee meetings, serving as the program committee chairman.

6. In cooperation with the state GideonCard coordinator, she leads the state Auxiliary GideonCard program committee in the development of appropriate short-range action plans that will assist camps in attaining camp GideonCard program goals.

7. She provides practical training for Auxiliary GideonCard regional program leaders as it relates to helping camp Auxiliaries implement action plans to positively impact camp performance.

8. In addition, she will:

a. Work closely with the state GideonCard coordinator as requested in implementing the program in the state.

b. Familiarize herself with the GideonCard Bible Program Manual (Item 814).

c. Assist in providing effective training to camp Auxiliary GideonCard Liaisons in making GideonCard presentations to all-women church groups.

d. Promote the distribution of Item 825 GideonCard Collections.

e. Promote personal use of GideonCards by Auxiliary throughout the state.

f. Encourage Auxiliary to participate in GideonCard presentations to the next of kin of a deceased loved one.

STATE AUXILIARY REGIONAL DIRECTOR

1. The primary Auxiliary cabinet of a state association shall elect the state Auxiliary regional directors or their equivalent based on the number of areas and regions within the association. One state Auxiliary regional director should be elected for each region. Their term of office shall be for one year and limited to three successive terms. The state Auxiliary regional director is elected by the primary cabinet and becomes a member of the state Auxiliary cabinet.

2. She is accountable to the state Auxiliary president for the overall ministry performance

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of the Auxiliary for her assigned region.

3. She shall exercise the management function of the state Auxiliary cabinet within her assigned region.

4. The state Auxiliary regional director will supervise the area directors in her assigned region.

5. The state Auxiliary regional director will serve as chairman of her regional team and, as such, schedule, plan and lead the team meetings.

6. The state Auxiliary regional director is to strive to set the example of conducting the ministry with the highest standard of excellence. The state Auxiliary regional director shall:

a. Fully implement, the long-range and short-range plans developed for each program as approved by the state cabinet.

b. Analyze monthly regional summary reports and work with the Auxiliary area directors and regional program leaders to take proper action to positively impact camp performance.

c. Understand the Auxiliary Guide Book and each of the program manuals.

d. Develop and maintain close relationships with Auxiliary area directors; come alongside them, showing Christ-like love and support.

e. Give to and receive from Auxiliary area directors copies of pertinent correspondence and information.

f. Fulfill assignments made by the state Auxiliary president.

7. Mandatory meetings:

a. Attend the state cabinet and management meetings three time each year

b. Lead the regional team meetings, as scheduled (2 or 3 per year). Hold area directors accountable to give performance reports for each area in the region.

c. Ensure each area director has an area team meeting within two weeks following the regional team meetings, briefing camp Auxiliary presidents on actions coming out of the regional team meeting.

d. Attend the state association convention.


STATE AUXILIARY AREA DIRECTOR

1. The state association Auxiliary will appoint a minimum of two (2) Auxiliary area directors per region. [As a general guideline, there should be one area director for every 8 camps. Their term of office will be for one year and limited to six successive terms.

2. She is responsible for the total Auxiliary work in her area.

3. She is accountable to the regional director for her region for overall camp performance in her area. The Auxiliary area director oversees and encourages performance in the Five Core Programs of the Auxiliary: Prayer and Personal Witnessing Scripture Distribution Membership GideonCard Scripture Funds

4. The state Auxiliary area director shall:

a. Exercise the management function of the Auxiliary state cabinet within the area.

b. Maintain close relationships with the regional program leaders.

c. Fully implement, the long-range and short-range plans developed for each program as approved by the state Auxiliary cabinet.

5. Analyze monthly area summary reports and work with the regional program leaders to take proper action (as noted below) to encourage higher camp performance:

a. Prayer and Personal Witnessing. The Auxiliary area director should seek to increase the number of Auxiliary prayer meetings in the camps in her area as well as personal witnessing and distribution of Auxiliary Personal Workers Testaments.

b. Scripture Distribution. The Auxiliary area director should promote all areas of Auxiliary Scripture distribution, help to identify facilities where Scripture distribution potential exists, and seek to accomplish the Auxiliary Testaments goal assigned to her area. She should attend medical conventions and Scripture blitzes in her area.

c. Membership. Encourage improved performance in the area of membership. She should:

i. Be available to assist in Camp Development Plans and Annual Membership Dinners in the area.

ii. Work through the Auxiliary membership coordinator to ensure that a

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qualified speaker is secured for the first monthly meeting after the Camp Development Plan Dinner.

iii. Seek to activate the inactive camps in the area.

iv. Work with the camp Auxiliary presidents to motivate and retain unpaid members.

v. Seek to accomplish the Auxiliary membership goal assigned to her area.

d. GideonCard. The Auxiliary area director should promote the presentation of the GideonCard Bible Program to all-women church groups and promote the scheduling and showing of the GideonCard promotional video to these groups. She shall seek to achieve greater use of the program in the camps.

e. Scripture Funds. Seek to encourage increases in giving to the Auxiliary Scripture Fund and the Faith Fund. She should seek to ensure the attendance of every camp Auxiliary president at the Auxiliary Presidents Breakfast at the state association convention and ensure that each camp president brings a HEART Program offering from her camp Auxiliary. Resources are available from International Headquarters in support of this effort.

6. The Auxiliary area director is responsible, in coordination with her Auxiliary regional director, to plan, organize, and promote an Auxiliary Events to bring the Auxiliary together in a dynamic, first-class event through meaningful worship and excellent speakers in order to inspire commitment, motivate giving, and create a worldwide vision of the Gideon ministry.

7. She should give copies of pertinent correspondence to camp presidents. She should assist camps in planning and achieving model camp programs through the use of the Camp Annual Event Planner (Item 125) and the online Camp Annual Goals Planner.

8. Camp Performance – she should:

a. Understand the Guide Book and each of the program manuals.

b. Set the example in the area by assisting or attending key functions such as:

i. Camp Development Plan prayer meetings

ii. Faith Fund meetings

iii. Training conferences

iv. Visit camps (monthly camp meeting, cabinet meeting, prayer meeting or other activity)


c. Strive to set the example of conducting the ministry with the highest standard of excellence.

d. Develop and maintain close relationships with camp presidents, by coming alongside them and showing Christ-like love and concern.

e. Schedule, plan and conduct area team meetings.

9. She attends the management portion of the state leadership meetings (Saturday) and confers with the officers and state program coordinators regarding camp performance in each of the five core programs of the Auxiliary. Additionally, she attends and participates in regional team meetings on the Saturday of state leadership meetings.

10. Following the regional team meetings, she should schedule, plan and conduct area team meetings to brief camp Auxiliary presidents on actions of the state leadership team within two weeks of the regional team meeting.

RESPONSIBILITIES OF ALL AUXILIARY REGIONAL PROGRAM LEADERS

The Auxiliary regional program leaders are appointed by the state cabinet and directed by the Auxiliary state program coordinator or responsible state Auxiliary officer. They serve as management specialists for the region in their program. They should:

1. Know Gideon and Auxiliary Guide Books, training manuals and materials relating to her program.

2. Know state and international programs, objectives and goals and be fully committed to achieving the state association goals for her program.

3. Attend the state convention.

4. Set the example in the region by assisting or attending key functions.

5. Be available to assist the camps within her region.

6. Strive to set the example of conducting the ministry with the highest standard of excellence.

AUXILIARY PRAYER AND PERSONAL WITNESSING REGIONAL PROGRAM LEADER

Also see Responsibilities of ALL Auxiliary Regional Program Leaders

1. The Auxiliary prayer and personal witnessing regional program leader is appointed by the state Auxiliary cabinet. She serves as a resource person to assist the camps within her region in the Prayer and Personal Witnessing Program, one of the five core programs of the Auxiliary.

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2. She is supervised and directed by the state Auxiliary chaplain.

3. She assists the area director and the state chaplain in promoting and encouraging prayer and personal witnessing in the camps in her region.

4. She provides leadership training (individually and/or in groups), on an as-needed basis, for camp chaplains and other camp members as to how to conduct a prayer meeting and the proper use of witnessing with the Auxiliary Personal Workers Testament.

5. She works with the camps in her region encouraging additional prayer meetings each month and boosting the distribution of Personal Workers Testaments. She challenges each member to give at least one (1) Personal Workers Testament per week as they speak to someone about the love of Christ.

6. She attends the prayer meetings from the beginning of all Camp Development Plans in her region. She makes herself available to assist in the training for the prayer and personal witnessing program during the Camp Development Plan.

7. She works with inactive camps in her area in an effort to activate Auxiliary prayer meetings.

a. Pray first, asking God to move on the hearts of the less active members.

b. Call on the president, or former president, of inactive camps and schedule an Auxiliary prayer meeting. (It may require several prayer meetings before the camp Auxiliary begins to meet on their own.)

c. Encourage them by sharing what God is doing throughout the world as a result of their prayers, their giving to the Auxiliary Scripture Fund and Faith Fund, their participation in distributions, and their fellowship.

8. She shall encourage camp Auxiliary chaplains in her region to identify opportunities and participate in ministry to female inmates in correctional facilities.

9. She assists the state Auxiliary chaplain in developing and submitting a long-range plan consistent for reaching the maximum potential for Auxiliary prayer meetings.

10. She attends program committee meetings and regional team meetings as scheduled and gives performance reports for the camps in her region.

11. She monitors the online reports of the camps in her region on a monthly basis as it relates to the Personal Workers Testaments, Facilities Testaments and communicates with her camp chaplains regarding the same.


AUXILIARY SCRIPTURE DISTRIBUTION REGIONAL PROGRAM LEADER


1. The Auxiliary Scripture distribution regional program leader is appointed by the state Auxiliary cabinet. She is the Scripture distribution program specialist for the region, and is a resource person to assist the camps within the region in achieving their maximum potential in the Scripture distribution program, one of the five core programs of the Auxiliary.

2. She is supervised and directed by the Auxiliary state Scripture coordinator.

3. She assists the area director with individual camps in the promotion, coordination, and direction of the Auxiliary Scripture distribution program for attainment of their annual goals for Scripture distribution. The overall goal is to assist the camp in achieving maximum potential in Scripture distribution.

4. She provides leadership training (individually and/or in groups), on an as-needed basis, for Auxiliary camp Scripture secretaries and other camp members in her region as to how to organize and conduct Auxiliary scripture placements and distributions.

5. She works with camps to increase Auxiliary placements and distributions of Scriptures in all authorized locations.

6. She assists in major distributions, including organizing and conducting annual Scripture blitzes in the state.

7. She should be available to attend state, regional, and national medical conventions arranged by the state Auxiliary Scripture coordinator. She encourages and facilitates camp members’ participation in those conventions.

8. She makes herself available to assist in the training for the Auxiliary Scripture distribution program during the Camp Development Plan.

9. She assists the state Auxiliary Scripture distribution coordinator in developing and submitting a long-range plan for reaching the maximum potential in Auxiliary Scripture distributions.


11. She monitors the online reports of the camps in her region on a monthly basis as it relates to the Scripture distribution program and communicates with her camp Scripture secretaries regarding the same.

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AUXILIARY MEMBERSHIP REGIONAL PROGRAM LEADER


1. The Auxiliary membership regional program leader is appointed by the state Auxiliary cabinet. She serves as a membership program specialist for the region and is a resource person to assist the camps within the region in achieving maximum potential in obtaining and developing new Auxiliary, as well as developing and retaining inactive members.

2. She is supervised and directed by the state Auxiliary membership coordinator

3. She provides leadership training (individually and/or in groups), as needed, for camp vice presidents and other camp members in her region to assist them with membership efforts.

4. She assists with Camp Development Plans as follows:

a. Preparation. Prior to the Camp Development Dinner, she shall motivate and prepare the camp Auxiliary for the Camp Development Plan. Seek a commitment from them to pray for the plan and work with the new members to achieve excellent training during the plan.

b. Prayer Meeting. Promote the prayer meeting which is to be held the night of the Camp Development Dinner meeting.

c. Training Meeting. Be responsible for the Camp Development Plan training meeting that is held immediately following the prayer meeting on the night of the Camp Development Dinner.

d. Supplies. Ensure that the training leader has Auxiliary Camp Development Plan supplies (shipped to Gideon Camp Development Leader).

e. Encouragement. Maintain close contact with Auxiliary Camp Development leaders, providing support and encouragement throughout the plan.

f. Supervises the telephone invitations for wives of new Gideons.

5. She assists with annual membership dinners in the region, as needed, when requested by the state membership coordinator.

6. She assists in reactivating inactive camps and inactive members within the camps in her region.

7. She assists area directors in helping camps to take every opportunity to motivate, involve, and retain inactive members through various activities.

8. She assists the state Auxiliary membership coordinator in developing and submitting a


long-range plan consistent with the Gideon Strategic Plan for Membership for reaching the maximum membership potential.

9. She assists area directors in the dues renewal of widows in the area.


11. She monitors the online reports of the camps in her region on a monthly basis as it relates to the membership program and communicates with her camp vice presidents regarding the same.

AUXILIARY GIDEONCARD REGIONAL PROGRAM LEADER


1. The Auxiliary GideonCard regional program leader is appointed by the state Auxiliary cabinet. The GideonCard program leader is a resource person to assist the camps within the region in achieving their maximum potential in the GideonCard Bible Program.

2. She is supervised and directed by the state Auxiliary GideonCard coordinator or by the state Auxiliary officer (appointed by the state Auxiliary president) responsible for coordinating the GideonCard Bible Program as it relates to the Auxiliary.

3. She assists the area director with individual camps in the promotion, coordination, and direction of Auxiliary responsibilities in the GideonCard Bible Program.

4. She provides leadership training (individually and/or in groups), on an as-needed basis, for camp GideonCard liaisons and other Auxiliary camp members in her region as to how to schedule and conduct showings of the GideonCard promotional video and the promotion of the GideonCard Bible Program.

5. She works with camps to increase Auxiliary showings of the GideonCard promotional video to all women church groups.

6. She makes herself available to assist in the training for the Auxiliary GideonCard training during the Camp Development Plan.

7. She assists the state Auxiliary GideonCard coordinator in developing and submitting a long-range plan for reaching the maximum potential in showing the GideonCard promotional video to all-women church groups.


9. She monitors the online reports of the camps in her region on a monthly basis as it relates to the GideonCard Bible Program and communicates with her camp GideonCard liaisons regarding the same.

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AUXILIARY SCRIPTURE FUNDS REGIONAL PROGRAM LEADER


1. The Auxiliary Scripture funds regional program leader is appointed by the state Auxiliary cabinet. The Scripture funds regional program leader is a resource person to assist the camps within her region in achieving maximum potential in giving to the Auxiliary Scripture Fund and the Faith Fund.

2. She is supervised and directed by the state Auxiliary Scripture funds coordinator.

3. She assists the area director with individual camps in the promotion, coordination, of their giving to the camp Scripture Fund and the Faith Fund.

4. She provides leadership training (individually and/or in groups), on an as-needed basis, for Auxiliary secretary-treasurers and other camp members in her region to train them regarding the Auxiliary Scripture Fund and the Faith Fund.

5. She works with camps to increase Auxiliary giving to the camp Auxiliary Scripture Fund and the Faith Fund.

6. She works with the state Auxiliary Scripture funds coordinator in the promotion and implementation of the Auxiliary HEART Program for the state association convention, utilizing the resources provided by International Headquarters. She shall ensure that the Auxiliary HEART Program is implemented throughout her region.

7. She makes herself available to assist in the training for the Auxiliary Scripture Funds training during the Camp Development Plan.

8. She assists state Auxiliary Scripture funds coordinator in developing and submitting a long-range plan for reaching the maximum membership potential in Auxiliary giving.


10. She monitors the online reports of the camps in her region on a monthly basis as it relates to the GideonCard Bible Program and communicates with her camp GideonCard liaisons regarding the same.


STATE ELECTIONS Elections are to be conducted by the international zone trustee (or international cabinet representative in the trustee’s absence).

State officers are elected at the annual state convention. They shall be elected to serve for a term of one year or until their respective successors are duly elected. The terms of all officers shall be limited to three successive terms. A term shall be understood to cover a part of a term to fill a vacancy.

An Auxiliary must be a member in good standing to be eligible to vote or to hold office. This means that her dues for the calendar year must be paid to the time of the election.

The election process for state association officers is the same method used at the international convention. Only one nominating speech may be made for any one nominee. Up to two supporting speeches may be made for any one nominee, but are not required. It is further recommended that ample time be allowed after the last nomination before nominations are declared closed. This will avoid criticism of rushing the election. No person should be nominated for office unless she is present at the convention, or has given prior permission that her name be placed in nomination. After all nominations for an office are made, nominations shall be declared closed and a ballot shall then be taken.

Voting is done by secret ballot, either with a written ballot or the so-called sleeper ballot. The sleeper ballot is one in which all voting members close their eyes and vote for the Auxiliary of their choice by raising their hands. This method is a time saver, but should be secret.

If any nominee receives the majority of all votes cast, she shall be declared elected. When there are more than three nominees, if no nominee receives such majority on the first ballot, all except the three nominees receiving the highest number of votes shall be dropped and a new ballot shall be taken. If one of the nominees shall receive the majority of all votes cast on the second ballot she shall be declared elected, but if no one receives such majority, the nominee receiving the lowest number of votes shall be dropped and another ballot taken.

If there is only one nomination for any office, a motion is in order that nominations be closed, and that the secretary be instructed to cast a unanimous ballot for the election of the candidate so nominated.

The terms of all officers at an annual convention shall begin at the close of the convention at which they are elected. The terms of all state officers regional directors and program coordinators shall be for one year and shall be limited to three successive terms. Area directors and regional program leaders terms shall be for one year and shall be limited to six successive one-year terms. A term shall be understood to cover a part of a term to fill a vacancy. All terms shall begin at the close of the convention.

At the state convention where the regional directors are first elected, the first regional director will be elected with a maximum of three one-year terms, the second regional director will be elected with a maximum of two one-year terms, the third regional director, if needed, will be elected with a

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maximum of three one-year terms and the fourth regional director, if needed will be elected with a maximum of two one-year terms, etc. This alternating pattern will prevent all regional directors from becoming ineligible for reelection during the same year.

Any vacancy in a state office may be filled by an Auxiliary elected by the primary cabinet (i.e. president, vice president, secretary-treasurer and chaplain) with the approval of the state president, but the person so elected to fill a vacancy shall hold office only until the close of the succeeding annual convention.

The following “Election Information” handout should be duplicated and distributed at the Friday afternoon Auxiliary educational session.


ELECTION INFORMATION [Please bring this with you to the Saturday morning Auxiliary election.]

Offices and officers eligible for re-election with number of years in current positions:

President: Sally Smith Eligible - has served 2 years Vice President: Jill Jones Eligible - has served 1 year Secretary-Treasurer: Jackie Johnson Not Eligible - has served 3 years Chaplain: Dorothy Doe Eligible - has served 1 year

GUIDELINES FOR NOMINATING OFFICERS:

1. Elections: Elections are to be conducted by the international zone trustee (or international Gideon representative). The election shall take place on the Saturday of the annual convention and be the first order of business following the devotional.

2. Nominations: Nominations for officers shall be made on the floor of the convention. All nominees should have been contacted prior to the election.

3. Ballots: Election shall be by secret or sleeper ballot except in a case where there is but one nominee for office, when the convention may vote to instruct the secretary (or president for the secretary’s ballot) to cast a unanimous ballot for the election of the candidate so nominated.

An Auxiliary must be present at the convention to be nominated, or must have given permission to be nominated. Nominations may be made as desired, but not more than two seconding speeches may be made for each nomination. Each nomination should not exceed three minutes. The seconding speeches should be limited to two minutes.

INFORMATION TO CONSIDER WHEN MAKING A NOMINATION:

1. How long has she been an Auxiliary and previous offices held in camp or state.

2. Her understanding and commitment to support approved Gideon policies and procedures.

3. Her ability and willingness to attend all state cabinet meetings and give the necessary time required to be a state officer.

4. Her ability to support state programs and goals and to assist in achieving these goals.

5. Her ability to communicate well.

6. Her attention to the Word of God, her prayer life, and her zeal in witnessing.

PLEASE USE THE MICROPHONE TO MAKE NOMINATIONS FOR THE OFFICE OF:

President:

Vice President

Secretary-Treasurer:

Chaplain:

auxiliary state management manual

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