Remember to report your chapter leader election results before year-end
—·FOR
CHAPTER LEADERS
Review important instructions/reminders for reporting these results
Soon after your chapter leader elections are completed, report the results, the election activity and any other activities held in conjunction with the election. Here are important reminders, tips and instructions for reporting election results:
Enter all 2008 elected chapter leader information, even for those who were re-elected:
Enter the information in the Chapter Leadership Administration Menu. Click on Manage Chapter Leaders, click on Add Leader and follow the prompts. You'll need to enter their Thrivent ID numbers (see details in CHIP), leader position, start date (Jan. 1, 2008) and e-mail address.
TIP: Remember, if a leader is re-elected to the same position he/she served in 2007, you can click on the Extend Term button, which is found in the "Current Leaders" table directly under the "Add Leader" button. This automatically transfers the leader's information to 2008.
Valid e-mail addresses must be entered for the financial director and records director positions, or the system will not allow the entries to be saved.
When entering e-mail addresses, the "Thrivent e-mail" field will show the e-mail address Thrivent Financial has on file for that leader. If the leader would like chapter communications to be sent to a different e-mail address, that address can be entered in the "Fraternal e-mail" field.
Important: Before adding volunteer leader information, verify the e-mail address that the leader would like entered for receiving chapter communications.
TIPS: Before entering e-mail addresses, verify with the leaders that their addresses are up-to-date and correct. Also, it's a good idea to double check that the address is entered correctly before saving the entry.
Enter the 2008 elected leader information as soon as possible after the election so we have them on record and can send them a welcome letter and other materials in a timely manner.
Important: Because all 2007 chapter leaders will be removed from Thrivent Financial records as of Dec. 31, 2007, the 2008 elected leaders must be entered in the system no later than Dec. 31, 2007. The 2007 leaders will not have access to the Chapter Leadership Administration Menu in 2008 unless they are re-elected for 2008 and entered on the system.
Reminder: Because of the term-limit requirements for elected chapter leadership positions, the system will not allow you to submit the name of someone who has served in elected chapter leadership positions for the past four years.
The five required elected chapter leaders must be entered in the system to receive the early January deposit of 2008 chapter operating funds (see details in CHIP).
Report your election event as a locally supported activity. In the Chapter Leadership Administration Menu, click on the Go button next to "Report Locally Supported Activity Results." Select the Election category, click Continue, and fill in the appropriate information.
If you held another activity with the election event, report that activity separately.
By Dec. 31, 2007, submit a new Chapter Depository Authorization (bank signature card) if there are any changes to who should have access to the chapter checking account. The 2008 chapter financial director and assistant financial director (or one other leader if there is no assistant financial director) should definitely sign this form for authority to sign checks and access online banking for the chapter. See CHIP for details about signing and submitting this form.
One of the first responsibilities of the 2008 elected leaders is to appoint or re-appoint members to chapter advisory positions and enter them in the system. This also applies to the Thrivent Builds chapter specialist position(s) in your chapter, if applicable.
TIP: Because information for all 2007 appointed chapter advisors (e.g., Internet Advisors) and Thrivent Builds chapter specialists also will be removed from Thrivent Financial records as of Dec. 31, 2007, the elected 2008 leadership board members may re-appoint members to chapter advisory positions before Jan. 1. This allows you to use the Extend Term feature to automatically transfer the chapter advisors' and Thrivent Builds chapter specialists' information to 2008 instead of having to re-enter all of the information in 2008.
NOTE: Valid e-mail addresses must be entered for the Thrivent Builds chapter specialist(s), or the system will not allow the entries to be saved.
A 'road map' to help you in your chapter leader role
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CHAPTER LEADERS
New tool provides checklist of guidelines and suggestions for your specific role
Based on requests from many chapter leaders, a new tool for each chapter leader position now is available that provides brief checklists of tasks required, tools, guidelines and suggestions for successfully fulfilling the requirements of the position.
The Road Map to Success series now is available under the "Understanding Your Role" category on the Tutorials/Quick References page in your For Chapter Leaders section (thrivent.com > Members/Chapters > For Chapter Leaders).
There is a 1 or 2-page checklist for each elected and optional chapter leader position. These include only those steps/tasks that apply to the specific position.
There also is a 2-page checklist that includes steps/tasks that apply to ALL chapter leader positions.
You can print the checklists, and they are available in both Word and PDF formats.
In the Word versions, you can link directly from the online checklists to resources and Web pages that contain more information about the steps/tasks listed.
Ideas for using
Keep these checklists handy to quickly and easily refer to for steps to take and tasks to complete as part of your chapter leader role, and as a quick reference on where to find more information.
These checklists are excellent tools to use when training new chapter leaders about their roles.
Questions?
If you have questions about these new tools, please contact the Fraternal Service Center at fraternal@thrivent.com or 800-236-3736.
If you receive a letter from the IRS …
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CHAPTER LEADERS
Notify us if the IRS sends a letter asking you to file your chapter's 990 report
The IRS may send a letter to some of our chapter leaders asking them to file their chapter's 990 report. If you receive the letter, send the letter, or at least the page of the letter that contains your address, to:
Attn: Ann Salm
Thrivent Financial for Lutherans
4321 N. Ballard Rd.,
Appleton, WI 54919-0001
The last day any requests for 2007 chapter Care program funds can be requested by chapter leadership boards and congregational coordinators.
The last day that previously approved funding amounts can be changed.
The last day that additional disbursements can be added to an existing activity.
Important: The chapter Care programs are annual programs, and program funds do not carry over from one year to the next. Requests to use current year funding must be made in the year the activity is being held. For example, you cannot request funding from 2007 funds for an activity that will be held in 2008. Beginning Jan. 8, funding requests for 2008 activities can be made.
Dec. 21 to Jan. 7
Activity requests cannot be entered. A blackout period on the system will not allow anyone to request funds for activities during this time.
Dec. 31
Report 2007 activities by this date. We strongly encourage chapter leaders and congregational coordinators to report all 2007 activities (chapter Care program activities and locally supported activities) by this date, which allows Thrivent Financial to accurately complete year-end program reporting. (Activities completed in 2007 can be reported after Dec. 31, but will be included in 2008 results.)
All 2007 chapter operating funds expenses must be reported on the Manage Chapter Operating Funds screens by this date.
Chapters must submit new Chapter Depository Authorization (bank signature card) by this date if any of the signers are changing from 2007. It's highly recommended that two chapter leaders (e.g., financial director and assistant financial director) have the authority to sign checks and access online banking for your chapter. (Please see details in CHIP.)
Chapters need to enter 2008 elected leaders by this date. (Details)
Thrivent Builds chapter specialists and/or congregational champions should report all 2007 Thrivent Builds activities by this date.
Jan. 8, 2008
Chapter leaders and congregational coordinators may begin to enter 2008 activity/funding requests online.
Allocated funds for chapter Care programs will be available on this date.
Early January
The first of two 2008 chapter operating funds deposits into your chapter checking account will be made. All five required elected chapter leaders for 2008 must be entered on the system or the chapter forfeits the deposit. See CHIP for details about operating funds deposits.
Mid-January
The 2007 Chapter Summary Report year-end statement will be available for chapters. This year-end statement is necessary for the chapter audit, and must be completed and signed by Feb. 28. See CHIP for details about the Chapter Summary Report and the chapter audit.
Questions?
If you have questions about these dates, please contact the Fraternal Service Center at 800-236-3736 or fraternal@thrivent.com.
Promote—and vote in—board of directors election
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CHAPTER LEADERS AND CONGREGATIONAL COORDINATORS
Ballots being mailed to benefit members; completed ballots need to be postmarked by Nov. 30
This year, three members will be elected to the Thrivent Financial for Lutherans Board of Directors for four-year terms. Official ballots will be mailed to benefit members beginning in early October.
How can you help ensure successful participation in the national election this year?
A good voting turnout demonstrates that we are operating as an active fraternal membership organization. As a volunteer leader, here's how you can help ensure successful participation:
Please encourage the benefit members in your chapter to vote. Let benefit members know that their right to vote is a unique privilege of being part of a fraternal benefit society. As benefit members, they get to help decide who serves on the governing board of their organization.
A great place to remind benefit members about this opportunity is at your local chapter leader election this fall.
If you are a benefit member, please vote yourself! Watch for your ballot in the mail.
Election package contents; deadline to return ballots
The ballot package for benefit members contains candidate biographies and a tear-off reply ballot.
For votes to be counted, they must be postmarked by Nov. 30.
Several communications to members this fall also will help encourage their participation in the election:
Article and ad in the fall issue of Thrivent magazine
Promotion on thrivent.com
Messages on member statements
Corporate on-hold telephone message and reminders from customer service professionals.
Thanks for your help in promoting this special privilege for our benefit members! If you have questions about the national election, please contact the Fraternal Service Center at 800-236-3736 or fraternal@thrivent.com.
Save time finding promotional materials to use at chapter events
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CHAPTER LEADERS AND CONGREGATIONAL COORDINATORS
New checklist summarizes the materials available to you
There are many display items and promotional materials available for use at chapter events, and now we've made it easier for you to find what's available at a glance. A new Chapter event materials checklist (PDF, 1.95MB) now is available on the For Chapter Leaders page and For Congregational Coordinators page on the Members/Chapters section of thrivent.com (this checklist is located under the link to the Visibility Toolkit).
As you plan events, we encourage you to consult this checklist to determine what materials to have on hand. Think about the purpose of the event and the message you want to give attendees as you decide which items would be best to use and display. Materials range from table covers to brochures that promote the many offerings from Thrivent Financial for Lutherans.
If you have questions about promotional and chapter event materials available, or how to order them, please contact the Fraternal Service Center at 800-236-3736 or fraternal@thrivent.com.
Tip to help ensure you receive chapter communications via e-mail
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CHAPTER LEADERS AND CONGREGATIONAL COORDINATORS
Add fraternal@thrivent.com to your address book
Most e-mail users have some sort of spam blocker or filter set up to protect them from unwanted e-mails. Unfortunately, these blockers sometimes prevent chapter leaders and congregational coordinators from receiving chapter-related communications from Thrivent Financial for Lutherans or their Lutheran Community Services Team.
If you have e-mail but are not receiving the monthly e-newsletter sent the first of each month, please add fraternal@thrivent.com to your address book or white list. This will help ensure that the e-newsletter will be delivered to your inbox (not to bulk, spam or junk folders). For specific instructions on adding e-mail addresses to your address book, contact your e-mail service provider.
In addition, if you discover you are not receiving chapter-related e-mail messages from your regional Lutheran Community Services Team, find out where the e-mail is coming from and add that address to your address book.
If you know other chapter leaders and congregational coordinators who have e-mail but are not receiving the e-mail messages described above, please ask them to add the appropriate address(es) to their address book.
Chapters team with community organizations and other fraternals to make a huge impact on JOIN HANDS DAY
—·FOR
CHAPTER LEADERS AND CONGREGATIONAL COORDINATORS
Five Thrivent chapters honored nationally for their 2007 projects
Congratulations to members of five Thrivent chapters who received a 2007 JOIN HANDS DAY Award of Excellence or an Honorable Mention. These chapters displayed excellent examples of:
Teaming with different groups to make an impact in their communities.
Generating awareness about the difference our members make in the lives of others through volunteering with Thrivent Financial for Lutherans.
Overall, Thrivent chapters and members recorded nearly 576,000 volunteer hours at more than 2,800 JOIN HANDS DAY projects!Thank you for all that you do to make a difference in your communities as volunteers with Thrivent Financial for Lutherans.
Award of Excellence recipients
JOIN HANDS DAY selected 10 out of the hundreds of projects held on May 5, 2007, to receive an Award of Excellence—Thrivent chapters were involved in four of these projects:
Campbell-McPherson Chapter (South Dakota)
Members of this chapter worked with members of another fraternal benefit society, Modern Woodmen of America, to bring families, neighbors, friends and communities together to remove trash and tornado debris from a farm southeast of Eureka. (Read more about this project)
Lee County FL Chapter (Florida)
Members of this chapter joined with the Salvation Army, Boy Scouts of America, Girl Scouts of America, and the Society of St. Andrew to help feed the hungry. A total of 350 volunteers worked to put together more than 2,500 bags of sweet potatoes. The potatoes were given to more than 40 agencies in the area. (Read more about this project)
Northern Lafayette County Chapter (Missouri)
Working with the Alma Community Club, the Alma Lions Club and several high school organizations, this chapter's members made improvements to the local ballpark. They repaired and/or painted the bleachers, fences and the dugouts, expanded the concession stand, and put tiling on tops of the chain link fencing to avoid injury to players when going for fly balls. A batting cage and foul poles were set up for teams, and gravel was added to the bleacher area and driveway. (Read more about the project)
Snyder County Chapter (Pennsylvania)
Chapter members joined with other community organizations to help make Charles Park a more beautiful place. They scattered mulch, planted flowers, repaired the existing playground equipment and installed a new piece of equipment. When the day ended, they left a cleaner and prettier park. (Read more about this project)
Honorable Mention recipient
Additionally, five more projects received an Honorable Mention status from JOIN HANDS DAY—one Thrivent chapter was among the five selected:
New Hampshire Chapter (New Hampshire) Chapter members teamed with 10 other church groups to make 22 special quilts for children in need throughout the state of New Hampshire. These special gifts will be given as needed to provide comfort and hope for children who are in emergency care, have a long-term illness, or those who may have lost their home and belongings. People of all ages helped to create and piece together the many quilt squares. (Read more about this project)
What's ahead for 2008?
Mark your calendars for May 3—the date of the 2008 JOIN HANDS DAY. The focus of this day, which is sponsored by America's fraternal benefit societies, will be on generating awareness of the good that fraternal benefit society members do to improve communities through volunteering, as well as bringing youth and adults together to identify, plan and conduct activities that benefit their communities.
Watch for more information in future Chapter News issues.
You now have access to a great resource about volunteerism
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CHAPTER LEADERS AND CONGREGATIONAL COORDINATORS
Everyone Ready™ site covers volunteer topics that may interest you or your chapter members
A new link, Everyone Ready™, now is available on the For Chapter Leaders and For Congregational Coordinators pages online. The Everyone Ready site contains excellent information on various volunteer topics that may be of interest to you, such as involving more volunteers, volunteering as a family, youth volunteering, and much more!
Other features include a full archive of e-Volunteerism journal articles, online seminars with expert trainers and discounted volunteer management books.
If interested, feel free to visit the site. Also, if you know members who might find this tool valuable in their volunteer work, feel free to tell them how to access the site. You and your members will need to enter the same user ID and password used to access the Administration Menu or personal product information.
If you have any comments or questions about Everyone Ready, please contact the Fraternal Service Center at 800-236-3736 or fraternal@thrivent.com.
