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MANUAL
Revised 10/2014
The materials compiled in this folder have been gathered with the intention of helping you
consider a Christian Leadership Conference, CLC, for your YMCA. These pages will give you
some organizational information. If this is something you are considering, your next step is
to attend a CLC along with potential members of your planning committee. The next CLC
Directors’ Training will be in November 2014. Attending these are requirements for all
potential CLC Directors and optional for planning committee members. The final step in
beginning a conference is to contact me so we can talk about your application process.
Applications are due November 1 every year.
Please call upon me with any questions you may have.
In Service for Him,
Terra Lynn Dearth, Director
YMCA Christian Leadership Conferences
And Rag/Leather Programs
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YMCA Christian Leadership Conferences
History
The Nancy and Ken Walker Family is a Long Beach, California family that has been involved
with the YMCA of Greater Long Beach for six generations. They have been active in YMCA
programs as participants as well as in leadership roles. In 1973 Howard, son of Nancy and
Ken, tragically lost his life in a construction accident at the age of 22 years. In memory of
Howard, Nancy and Ken began a living memorial. Together with leaders from the YMCA of
Greater Long Beach Nancy and Ken agreed to sponsor the first YMCA Christian Leadership
Conference (CLC) at YMCA Camp Oakes in 1974. The initial CLC was designed for resident
camp leaders to receive more instruction on how to put character and Christian emphasis
into their lives. Sessions were given on devotions, chapel, the YMCA Rag/Leather Program,
songs, stories and campfire. The R. Howard Walker Foundation was formed on June 4,
1975 to help support CLC’s. On July 2, 1982 the name of the Foundation was changed to
include C.J. and Carrie D. Walker. Today the name of the Foundation is the C.J., Carrie D.
and R. Howard Walker Foundation.
More than thirty years later this training tool has occurred in locations throughout the
nation. Today there are CLC’s providing training targeting all volunteer and paid YMCA
leaders. Session topics vary from CLC to CLC but universally address how to put Christian
emphasis into all of the programs the YMCA’s offer today. To date there have been CLC’s in
more than 50 different locations throughout the U.S. where over 50,000 people have been
trained in this effort. These people in turn have worked with and affected over 5,000,000
lives!
Purpose
The purpose of the YMCA Christian Leadership Conferences is to prepare each participant
to better develop:
-
A strong doctrine
A healthy manner of life
A purpose of life
Faith
Charity
Patience and humility
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YMCA Christian Leadership Conferences
This is what a CLC is:
•
•
•
•
An enhancement to staff training that covers how to put character and Christian
emphasis into YMCA programs.
A special opportunity for volunteer and staff leaders (Full time, part time and
seasonal) in all YMCA’s throughout the U.S.
A privilege given by the Walker Foundation.
An opportunity for staff and YMCA volunteers to discuss faith and their work at the
YMCA.
This is what a CLC isn’t:
•
•
•
Staff training.
A requirement for staff or volunteers to attend.
A weekend for camp to fill and make money.
Step by step how to organize a CLC
1. Establish your individual and collective goals and how you will obtain them.
2. Marketing strategies
3. Budget development
4. Who to invite
5. Sessions
6. Outline required sessions. (samples)
7. Evaluation form
8. Thank you note
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YMCA Christian Leadership Conferences
Sample Planning Meeting #1
Opening Prayer
Introductions
Goals and Objectives of CLC
Theme
Bible Verse
Session Topics with bullet points to have speakers cover
Keynote Speaker Possibilities
Speaker Possibilities
Entertainment Possibilities
12:00 Lunch
Areas of Responsibility
- Conference design for letterhead, t-shirts, brochures
- Rag Ceremonies
- Chapel Saturday and Sunday
- Friday Night Warm Up Activities
- Saturday Morning Group Builder
- Transportation
- Decorations
- Registration
- Swap Shop
- Night Patrol
- Material Sales
- Emcee
- Music
- Grab Bag
- Campfire
- Meal prayers and graces or songs
- Cabin Clean-Up Sunday
- Hip Pockets
- YMCA Rag/Leather Program and Re-Dedication Ceremony
- Name Tags / Folder Labels
- Group Builder for traveling to CLC
- Housing
- Small Group Leader training
- Sign up sheets for sessions, housing, etc.
- Last day give aways for leaders
2:00 Meeting adjourned
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YMCA Christian Leadership Conference Information Available
Additional information available on Google Docs:
(This list grows with your samples that are sent!)
Branch leader job description
Campfire outline - sample
Chapel outline - sample
Character Counts bag list
Christian Emphasis activities – Bruce Boyer
CLC agendas
CLC announcements to be made
CLC areas of responsibilities list
CLC guidelines
CLC recognition list
Developmental Assets
Emergency bible verses
Final evaluation
Group building activities
House Rules
Invitation letter to CLC by CEO- sample
Jelly bean prayer
Ken Walker’s interactive prayer
Facilitator outline
Materials for director to bring to CLC
Planning meeting agendas - sample
Participant job description
Registration form - sample
Session topics – accumulative of all CLC’s
Session leader confirmation letter
Small group leader outline
Taking your CLC to the next level – Bruce Boyer
Travel activities - samples
Invitation to an outsider letter
What to bring to CLC list
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YMCA Christian Leadership Conferences
In order to receive funding from the C.J., Carrie D. and R. Howard Walker Foundation these
items are required in each CLC:
Application
-
Complete application packet and sent no later than November 1. No exceptions.
The CLC director has to attend a CLC in the prior year to directing one.
The CLC director has to attend the CLC Directors’ Training.
Each conference will be named YMCA Christian Leadership Conference.
All CLC’s will be Friday evening to Sunday events.
Funding guidelines
-
-
Administrative costs not to be passed on to the Foundation are leadership time and
their costs incurred e.g. mileage and meals. An attending YMCA can support these.
The Foundation will sponsor speaker fees / entertainment costs of no more than
$250. total. In house speakers / entertainment and private funding can be utilized
for over this amount. You might solicit your YMCA Board of Directors, Christian
emphasis committee and a particular donor for their support.
T-shirts should be a maximum of $8. per shirt. This includes artwork and screens.
Awards, prizes and pictures are not acceptable expenses.
Participant fees should be $20. -$35. per person. This fee should act as a
minimum buy-in only, not as a deterrent to participants. The Foundation does not
want anyone turned away!
Transportation costs (e.g. buses, speaker, planning committee members, directors’
mileage) should not be passed on to participants or the Foundation.
Extra nights before or after the conference are not acceptable expenses.
Program fees (e.g. climbing wall, ropes course, etc.) are not acceptable expenses.
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Program items
-
Sessions are to instruct on the purpose. Caution is to be used in not using sessions
that should be kept in staff training. This will forfeit funding.
Chapels shall be offered on both days and how to put on a chapel will be covered.
Graces and prayers are to be given at all meals.
A session on the “C” in the YMCA will be offered.
Christian songs will be sung and taught.
CLC will cover how to put Christianity into all YMCA activities.
A session on the traditional YMCA Rag/Leather Program will be offered.
Keep the Christian Leadership Conference and Rag/Leather Director informed
At least once per month via e-mail. This can forfeit funding if not done.
Any CLC cancelled within two months prior to approved date will not receive
any payment. If participant numbers are not as anticipated at this time, a
conversation needs to take place in order for the director to assess whether the CLC
should proceed, cancelled, ways to reduce expenses.
Marketing items
-
-
Market to YMCA's / camps using the next closest CLC's as boundaries. At
least one mailer to the appropriate YMCA professionals within this area is required.
Copies are to be sent to Terra Lynn via e-mail or funding can be forfeited.
Donations need to be utilized whenever possible. This can be financial,
materials and or sponsorship by an individual or group toward a specific item.
YMCA's participating in the CLC can donate printing, telephone usage. This
helps build a strong CLC support base.
The Walker Foundation will not pay for children or non-participating spouses.
All CLC directors will travel to at least one other CLC to act as a
representative of the Walker Foundation every year unless the director has been
given an exemption by Terra Lynn. This will provide different ideas on
CLC's, new resources for their CLC and give them an opportunity to network.
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Best Practices for a successful CLC:
-
Market your CLC at your area’s camp cluster, camp directors’ meetings and
YMCA events. Remember, people are traveling up to ten hours to attend a CLC.
Keep site fees at a no-profit level. The end result to the sites are better-trained
leaders. Different meal packages can also help keep these site costs down to the
Foundation.
Secure supplies you need from local companies and the YMCA branches you serve.
This helps to build a strong support base of the CLC.
Consider dividing responsibilities so that the site or camp director handles the
administrative end and a program director coordinates the program areas.
Delegate as much as possible to the planning committee members. This helps
strengthen the CLC base.
Procure the help of the CEO's of the YMCA's represented at your CLC by asking and
encouraging them to become involved as members of the planning committee, to act
as speakers and assist with the actual weekend.
Planning of a CLC works best by having at least one representative from all YMCA’s
that will be attending. A CLC should not be planned only by the director’s or host
YMCA’s staff.
Get potential planning committee members to attend a CLC prior to helping host
one. This builds a stronger support base for you!
Offer sessions on how to conduct graces, devotions and chapels.
Utilize a marketing campaign that includes follow-up phone calls to target YMCA
professionals.
Have YMCA’s pre-register and pre-pay.
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YMCA Christian Leadership Conference Time Line
November:
-
All CLC directors to have planning meeting #1.
December:
-
Spring CLC directors to have planning meeting #2.
The Director writes to CEO’s to confirm CLC budget approval and thank them for
their support in sending their staff and volunteers to CLC.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
January:
-
-
-
Director notifies all CLC Directors of Walker Foundation support for the coming
year.
Spring CLC directors to have planning meeting #3.
Director orders bibles, bible stamps and C in the YMCA books to be sent to you. Let
the receiving end know so materials are not refused. If the participant numbers get
changed or cancelled let the Director know A.S.A.P. Materials can still be sent to
arrive on time if arrangements are made with the Director 1.5 weeks prior to your
CLC. Your help with this is important...shipping is very costly! CLC directors need to
confirm materials on hand and addresses for mailing.
Let the Director know which CLC’s you can attend that fit into your schedule,
preferably one you have not been to before. CLC directors must represent the
Foundation at one other CLC or funding will be forfeited. Schedule set by end of
January.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
February:
-
Spring CLC Directors to mail letters to regional YMCA publications and YMCA
training event coordinators regarding CLC dates and contact information.
Walker Foundation Visitors' arrangements begin being made. If there is a chance
that you may be canceling your CLC, please let the Director know as flights are non
re-fundable!
Spring CLC Directors to have planning meeting #4.
Remember if you think your CLC will need to be cancelled or will not have the
anticipated number of participants, call the Director. If you cancel or your CLC gets
cancelled within 8 weeks of the date the Foundation will not pay!
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
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March:
-
Spring CLC Directors to send mailing regarding their CLC to target population.
Coordinate efforts with next closest CLC Directors.
Spring CLC Directors to have planning meeting #5.
Fall CLC directors to have planning meeting #1.
Spring Walker Foundation Representatives travel arrangements finalized.
Written confirmation to be sent to CLC Directors by the Director.
Spring CLC directors to e-mail copies of CLC agenda to Walker Foundation
Representative. (Mail 60 days prior to CLC)
First spring CLC's begin.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
April:
-
Spring CLC Directors to continue to market to their CLC to target population.
Spring CLC Directors to have planning meeting #6.
Spring CLC Visitor to contact spring CLC directors.
CLC Director to contact spring visitor.
Fall CLC directors to have planning meeting #2.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
May:
-
Fall CLC directors to have planning meeting #3.
Fall CLC directors to mail letters to regional YMCA publications and YMCA training
event coordinators regarding CLC dates and contact information. Many people who
attend a spring CLC may send another group of leaders to the fall CLC.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
June:
-
-
Spring CLC planning comittees wrap-up and evaluate CLC's. Evaluations, final
budgets and questionnaire need to be sent to the Director A.S.A.P. via E-mail.
REMEMBER: Receipts required for all expenses you request reimbursement for.
Make this process as quick as possible for our YMCA’s and vendors' sakes!
Fall CLC directors to have planning meeting #4.
Fall CLC directors to send mailing regarding their CLC to target population.
Coordinate efforts with next closest CLC Directors.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
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July:
-
Fall CLC directors to have planning meeting #5.
Fall CLC directors begin to make follow-up phone calls with people on mailers. Prepaid pre-registration should occur any time between now and the Fall CLC's.
Fall Walker Foundation Representatives travel arrangements finalized.
Representative to contact Fall CLC Directors.
If there is a chance that you may be canceling your CLC, please let the Director
know as flights are non re-fundable!
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
August:
-
-
Fall CLC directors to e-mail copies of CLC agenda to Walker Foundation
Representative.
Fall CLC Directors to have planning meeting #6.
Bible stamps to be sent by the Director. Let your receiving people know so
materials are not refused. If the participant numbers get changed or cancelled let
Terra Lynn know A.S.A.P. Materials can still be sent to arrive on time if
arrangements are made with Terra Lynn 1.5 weeks prior to your CLC. Your help with
this is important...shipping is very costly!
Remember if you think your CLC will cancelled or will not have the anticipated
Number of participants, call the Director. If you cancel or your CLC gets
Cancelled within 8 weeks of the date and the Foundation will not pay!
Fall CLC directors to make follow-up phone calls with people on mailers.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
September:
-
Fall CLC's begin.
Mandatory: E-mail the Director all planning meeting notes, fliers, etc.
October:
-
-
Fall CLC planning committees begin to wrap-up and evaluate CLC's. Evaluations
including numbers of people attending and affected, materials left over, final
budgets and questionnaires need to be sent to the Director A.S.A.P. via e-mail.
REMEMBER: Receipts required for all expenses you
request reimbursement for. Make this process as quick as possible for our YMCA
and vendors' sake!
The Director to mail next year's CLC application.
November:
-
1 - Next year's CLC application due.
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Sample Schedule
YMCA of Greater Long Beach
Camp Oakes Christian Leadership Conference
May 18-20, 2001
"Celebrate!"
TIME
Friday
6:00-10:00 pm
7:00-10:00 pm
10:15 pm
10:45 pm
12:00 am
Saturday
7:15 am
7:45 am
8:00 am
8:30 am
9:00 am
9:30 am
10:30 am
11:15 am
11:45 am
12:00 am
1:30 pm
ACTIVITY
Registration
Salad and Desert Buffet
Resources Available
Welcome / Opening
Ice Breakers in large group
Small Group Orientation
Lights out / Quiet Time
Rag Program Re-Dedication
Set-up for Breakfast
Meet at the Dining Hall Door
(Hip Pockets by BT)
Breakfast
Small Group Leaders' Meeting
Chapel
Keynote Speaker
Group Building
Meet in Small Groups
Meet at the Dining Hall Door
(Hip Pockets by BT)
Lunch
Branch Time
WHERE
Dining Hall
Dining Hall
Dining Hall
Dining Hall
Lounge
Lake Point
Dining Hall
Lounge
Chapel
Dining Hall
Dining Hall
Dining Hall
Dining Hall
Dining Hall
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Sample Schedule
YMCA of Greater Long Beach
Camp Oakes Christian Leadership Conference
May 18-20, 2001
"Celebrate!"
TIME
Saturday cont'd.
2:00 pm
3:00 pm
3:30 pm
4:30 pm
5:15 pm
5:30 pm
6:15 pm
7:00 pm
9:00 pm
10:00 pm
11:00 pm
12:00 am
ACTIVITY
WHERE
Individual Choice Sessions #1 Check Dining
Hall
Celebrate...the C in Celebrate
Celebrate...Leadership
Celebrate...Children the future leaders
Celebrate...Achieving your goals
Celebrate...Unity, staff differences and
Similarities
Celebrate...Power of Prayer
Celebrate...Chaos!
Meet in Small Groups
Individual Choice Sessions #2 Check Dining
Hall
Celebrate...the C in Celebrate
Celebrate...Leadership
Celebrate...Children the future leaders
Celebrate...Achieving your goals
Celebrate...Unity, staff differences and
Similarities
Celebrate...Power of Prayer
Celebrate...Chaos!
Meet in Small Groups
Set-Up for Dinner
Meet at the Dining Hall Door
(Hip Pockets by BT)
Dinner
Dining Hall
Y Branch Time
Campfire
Campfire Circle
In Christ Concert
Dining Hall
Star Gazing
Observatory
Resources Available
Dining Hall
Quiet in Dorms
Dorms / Cabins
Lights out
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Sample Schedule
YMCA of Greater Long Beach
Camp Oakes Christian Leadership Conference
May 18-20, 2001
"Celebrate!"
TIME
Sunday
7:45 am
8:00 am
9:00 am
9:45 am
10:45 am
11:30-12:00 pm
11:45 pm
12:00 pm
12:45 pm
ACTIVITY
WHERE
Set-Up for Breakfast
Dining Hall
Meet at the Dining Hall Door
(Hip Pockets by BT)
Breakfast
Dining Hall
Chapel
Chapel
Individual Choice Session #3
Check Dining
Hall
Celebrate...the C in Celebrate
Celebrate...Leadership
Celebrate...Children the future leaders
Celebrate...Unity, staff differences and
Similarities
Celebrate...Power of Prayer
Celebrate...the Day!
Celebrate...Character in Crafts
Wrap up Small Groups
Y Branch Time / Wrap-up / Evaluations
How do we apply this experience at home?
Lunch Set-Up
Meet at the Dining Hall Door
(Hip Pockets by BT)
Lunch
Dining Hall
Cabin clean-up awardClosing Remarks / Adjournment
Please Clean Up and Drive Safely!
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Sample Themes
Spirit:
Chapels
Prayer
Bible usage
Graces
Christian emphasis in our Y programs
Mind:
YMCA mission
Character Counts Program with a Christian twist
Singing
- Chapel
- Campfire
- Graces
Body:
Games
- Large group
- Hip pockets
- Icebreakers
Please address all correspondence to:
Terra Lynn Dearth, Director
Christian Leadership Conferences
and Rag/Leather Programs
17130 Van Buren Blvd.
Riverside, CA 92504
terra.lynn.dearth@lbymca.org
951-780-1168 voice
951-346-3555 fax
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