19QB053,_PWS_Protestant_Youth_Coordinator.pdf

PROTESTANT YOUTH PROGRAM COORDINATOR

01 August 2019

Description of Services: Non‐personal Services to provide Protestant youth program support in accordance with the requirements of this Performance Work Statement (PWS). Services include all labor, material, equipment (other than GFP listed), supervision and transportation required to perform the necessary duties of this requirement.

1. Scope of Responsibilities. The Protestant Youth of the Chapel (PYOC) program mission is to meet youth (grades 7-12) needs with a Christian faith-based youth and outreach program, for a diverse, multi-cultural and multi-ethnic group of youth living in a military infrastructure. The primary goal of the program is to foster and strengthen faith commitments through fellowship activities, meetings and events, Bible studies, retreats, camps and mentoring programs involving youth within the Protestant chapel community. Youth religious services and activities are specifically Protestant but non-denominational in scope. The PYOC will encompass the needs of the respective chaplains and congregations of the Seaside Chapel on Patrick AFB and the South Patrick Chapel in the South Patrick housing area.

2. General Responsibilities. The Protestant Youth Program Coordinator will:

2.1. Coordinate a program of religious education with the Protestant RE coordinator and advising chaplain in accordance with the guidelines set forth by the Air Force Chaplain Corps for youth grades 7-12. Estimate 10 hours per week.

2.2. Assess religious support needs for the youth and propose programs to meet these needs to the advising Protestant chaplain to include weekly youth group meetings, a monthly special event, and an annual retreat.

2.3. Make contacts with youth in the community by attending school, sport, social and community activities where youth are present in order to build personal relationships that will encourage youth to attend activities.

2.4. Work with chaplains to support youth participation in all the worship services by personal involvement when appropriate and at a minimum coordinating youth worship involvement with the advising chaplain for appropriate advertisement.

2.5. Notify the advising chaplain or the alternate advising chaplain of any planned or unplanned absences and, if necessary, arrange for a substitute. Substitute’s qualifications must meet or exceed the qualifications (including background check).

2.6. Open, secure and lock chapel facilities whenever used for services, meetings, activities, or ceremonies. Read and sign facility usage, security, key control, and safety letter (available via the chapel staff).

2.7. Implement approved programs and evaluate program success through After Action Reports.

2.8. Prepare and submit an annual budget to the advising chaplain and Protestant Parish Coordinator.

2.9. Submit fund requests through the Protestant Parish Coordinator or advising chaplain to the Chapel Fund Account Manager.

2.10. Submit a projected calendar (to include special events, recurring events, as well as retreats and humanitarian projects planned for the year. At the same time, submit the projected cost for each event, and the payment plan.

2.11. Appearance and Conduct: Maintain a neat, clean and well-groomed professional appearance and conduct self in business-like manner. Able to work in a religiously pluralistic environment and have willingness to work with people of diverse faith expressions.

2.12. Work in conjunction with the Protestant Religious Education Coordinator and advising chaplain to provide materials and curriculum for the Junior and Senior High youth.

2.13. Ensure set-up and tear down of facility (i.e., returning tables and chairs to original location, storing equipment in secure locations). Ensure curriculum and materials are properly stored and classrooms are free of loose materials and debris after use. Coordinator may recruit volunteers to perform set-up and tear down tasks.

2.14. Report any routine facility problems to the facility manager on the next official duty day.

Report any emergency facility problems immediately to the facility manager during weekdays or the duty chaplain during nights/weekends.

2.15. As soon as possible and no later than two months from the award of contract, provide an assessment of current state of youth ministry to the advising chaplain with recommendations to address needs.

2.16. As advised by chaplain responsible for youth ministry, be ready to recruit volunteers to assist in the conduct of the program. Be ready to mentor and conduct training sessions as needed to teach and train volunteers in basic aspects of youth ministry. Help volunteers become comfortable in youth ministry, teaching them the skills and confidence to be effective volunteers.

2.17. Provide advertising and promotional bulletin announcements, articles, flyers and materials to the advising chaplain in a timely manner for approval prior to distribution in chapel congregations, for inclusion in chapel bulletins, and publishing in approved online resources.

2.18. Attend all Protestant Parish Council coordination meetings, no less than once a quarter, in order to report trends, attendance, needs for the program, and to coordinate congregational support for youth ministries.

2.19 Conduct quarterly parent meetings in order to advise parents about the youth ministry programs, its goals and needs. Encourage parents to be active participants in the youth ministry program.

Educate parents in the phases that their youth may be going through and things to watch for in their spiritual development.

2.20 Provide advising chaplain a semi-annual review of the program providing a summary of activity, trends and progress during the preceding year. Include information and suggestions regarding future program direction.

2.21. Provide ordering information in the authorized format for supplies and resources to support youth activities.

3. Specific Responsibilities.

4. MINIMUM ACCEPTABLE QUALIFICATIONS

4.1. Possess knowledge of the beliefs and practices of the major Protestant faith groups and be willing to work with those from inter-denominational and ecumenical (Catholic & Protestant) environments and backgrounds to include a minimum of two years’ experience as a your minister.

4.2 Prefer a Bachelor's Degree in the area of youth ministry, or any other ministry field froman accredited university or two years of work experience (paid or volunteer) as a Youth Minister, Sunday School Superintendent, Director of Religious Education, Formal Christian School teacher or related field.

4.3. Ability to communicate effectively with chapel staff, volunteers, youth, and government representatives in English orally and in written format (i.e. advertising and marketing, instructions, invoices, etc.).

PERFORMANCE REQUIREMENT SUMMARY

1. Description. The contract performance requirements are summarized in performance objectives that related directly to mission essential items. The performance threshold briefly describes the

Item Task Total Not to Exceed

Full Description

3.1. Administrative

Reports

52 per year Provide a weekly report to the advising chaplain on the number and type of events conducted, participant attendance, hours worked and a list of planned events for up to the next 90 days.

3.2. Administrative

AFCCARS

Reports

52 per year Provide a weekly email to the advising chaplain and his/her alternate, specifying the youth events and training events conducted, the number of participants that attended, the number of volunteers that were a part of the event, the location of the event, and the duration of the event within 15 minute increments.

3.4. Advertising/

Publicity

10 per year a. Provide print-ready copy to the Protestant chaplain or chapel staff as directed for approval of publicity for upcoming events.

b. Disseminate approved advertising and promotional material through weekly updates in chapel bulletins and flyers distributed to Base housing areas

3.5. Youth and

Volunteer Records Updates

12 per year Maintain up-to-date rosters of youth ministry participants and volunteers with pertinent emergency contact information at least once monthly.

3.4 Parent

Permissions

Perpetual Ensure advising chaplain and legal office-approved permission slips are correct and on file for all events.

3.5 Logistics Perpetual Submit chapel logistical support requests no less than two to four weeks prior to the date of need (e.g., transportation, reprographics, supplies, etc.)

minimally acceptable levels of service required for each requirement. The Performance Requirement Summary (PRS) provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success.

2. Overall Performance Requirement. No more than two valid customer complaints per month.

Validity of complaints will be determined by the chapel staff in coordination with the Wing Chaplain.

3. Specific Performance Objectives. Performance evaluations will include random sampling of delivered products and/or services, customer complaints, and monthly assessments

Item/ Para.

Task Performance Threshold

2.18 Meetings 95% threshold is required

3.1 Administrative Reports No more than 4 late reports per fiscal year

3.4. Advertising/Publicity Provide customer-accepted quality products and services with a 95% threshold per month.

3.2. Administrative

AFCCARS Reports No more than 2 late reports per fiscal year

3.4. Parent Permissions 60% threshold is required

3.5. Logistics Provide customer-accepted quality products and services with a 95% threshold per month.