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2015 Document Library

Overview:

  • Maintain TJ social media: Facebook, Twitter, YouTube
  • Email Communications: monitor tjmissions@gmail.com email account and respond to emails
  • Maintain TJ contact lists
  • Maintain TJ Calendar and sends meeting notices/reminders
  • Maintain Application Forms
  • Prepare/maintain all marketing collateral (brochures, monthly newsletter, etc)
  • Attend all TJ CORE Mtgs, take meeting minutes, and send them out. Follows up on action item

Documentation:

The relevant documentation is attached to the bottom of this page.

TaskDetailCommitment (hrs/week or month)

Maintain Social Media

Facebook: https://www.facebook.com/StJulieTijuanaMinistry

YouTube: https://www.youtube.com/user/tjmissions

Twitter:  https://twitter.com/TijuanaMinistry

 

The main one is Facebook and posts to it will automatically show up on Twitter. This is really just trying to keep it interesting for people. We post meeting reminders, interesting news, links to newsletters, photos from various events, etc.

Average of 20  minutes per week to update FB. However, during the actual trip, it takes <= 1h/day to upload a daily update and photos from the trip.

YouTube takes a while to upload videos, of course.

Email Communications

account: tjmissions@gmail.com

 

There are 4 people who have regular access to the tjmissions account (Monica, Bob, Joan, Joanna/communications person). This requires anwering emails, sending out regular updates (especially during the Jan-July timeframe), mailing newsletters, etc. Basically, this person should check and respond to communications.1-2 hr/week

Maintain TJ Contact Lists

account: tjmissions@gmail.com

There are several contact lists in the gmail account used for regular communications and as invitees to meetings. For example:

  • ALL_TIJUANA: every contact; all of our supporters, past travelers, and interested people
  • ALL_CORE: all members of TJ CORE
  • ALL_CONSTR: all construction team members
  • ALL_2015: all 2015 travelers
  • ALL_TEEN_2015: just youth travelers in 2015

These should be regularly maintained. Also, once the new traveler selections are made for the new year (and travelers make their indications of program interest, etc), then new groups need to be created and maintained.

 <= 1 hr/week

Maintain Calendar

account: tjmissions@gmail.com

All meetings (CORE, construction, children's programs, prebuilds, traveler orientations, fundraiser events, etc) should be added to the main calendar at tjmissions@gmail.com account and the correct set of invitees should be added (from the Contact lists in that email account)<= 1 hr/week
Maintain Application FormsThis includes collating, updating, posting the application forms (medical release forms, requirements, fingerprint forms, etc) for the next travel year10-12 hrs to prepare the forms for the next trip year
Prepare/maintain marketing collateral

This includes writing, prepartion, translation, sending & posting of TJ brochures, newletters, and other such collateral. For Spanish translation, contact John and Laura Bosco (get contact info from Joanna or Monica)

Varies. ~ 4 hrs/month
CORE meetingsAttend all TJ CORE meetings, take meeting minutes, get them verified/edited, send them out, follow-up on action items as neededThere is at least 1 CORE meeting monthly during the off-peak times (hence 4-5 hrs/month), and twice/month during the peak months March-July. So 8-10 hrs/month)

 

See the Apply page to join this year's trip is July 11-18, 2015.

We're excited that you are considering to join us. Please familiarize yourself with the following links to help you understand better where we go, where we stay and how to apply for the trip.

General Information
Promotional
Trip Orientation Docs
Apply
Leadership Docs

 

 

THIS PAGE MUST BE UPDATED FOR THE 2016 TRIP YEAR

Below are the 2015 Tijuana Brochures:

Note to TJ CORE:

  • Notice that the Generic and St Julie versions contain the latest/updated wording on the inside fold-out. In future years, we will use "Generic" as starting point.
  • In edit mode of this page, you can find the .pub versions of the brochure for future editing.

The following is a list of our Leadership Positions / Leads for the 2015 Tijuana Ministry trip. Each position ideally has a an assistant who aids this person in fulfilling the responsiblities of the position, and who is in training to take over a Lead position in the future.

Title

Responsibilities / Duties

Leader

Construction Lead

  • Coordinates all aspects of the construction part of the program
  • Prepares lists of materials and tools
  • Procures building materials and tools
  • Arranges transportation of build materials/ tools
  • Arranges pre-build events
  • Ensures overall construction safety
  • Oversees all job site foreman
  • Oversees the following assistant positions: Job Site Lead(s) and Job Site Translator(s)

Bob Malone, Jesse Perez

Mother's Program Lead

  • Coordinates all aspects of the Mother’s Outreach Program
  • Procures required materials
  • Prepares crafts/ activities
  • Maintains budget for Mother’s Program
  • Knowledge of Spanish required
  • Oversees the following assistant positions: Mother's Program Assistant(s)

Kathy Fanger

Children's Program Lead

  • Coordinates all aspects of the Children’s Outreach Program
  • Procures required materials
  • Prepares crafts/ activities
  • Maintains budget for Children’s Program
  • Knowledge of Spanish preferred
  • Oversees the following assistant positions: Children's Program Assistant(s)
  • See also Job Description: Children’s and Teens Leadership Roles

Theresa Clark, Tina Lipscomb

Teen Program Lead

  • Coordinates all aspects of the Teen Outreach Program
  • Procures required materials
  • Prepares crafts/ activities
  • Maintains budget for Teen Program
  • Knowledge of Spanish required
  • Oversees the following assistant positions: Teen Program Assistant(s)
  • See also Job Description: Children’s and Teens Leadership Roles

Margaret Bennett, Lisa Volk, Melissa Deguara

Youth Chaperone (Male and Female)

  • This role is fulfilled by two individuals, one male and one female
  • There may be Youth Chaperone Assistant(s)
  • Before the Trip:
    • Oversees all pre-trip youth-related activities
    • Organizes and runs 2 Youth Orientation Meeting(s)
    • Organizes and runs Youth Solidarity Event(s)
    • Organizes and runs Youth Fundraising events
    • Works with rest of Tijuana CORE Leadership Team in applications, acceptances and registration requirements for Youth travelers
    • Maintains Youth-related documents: e.g. Youth Discipline Policy, Youth Orientation presentation, etc
    • Makes sure all Youth have met "Shield the Vulnerable" requirement and arranges for Diocesan training, if needed
  • During the Trip:
    • Responsible for all youth travelers for the duration of the trip
    • Facilitates youth reflection eveings during the trip
    • Check-ins with youth during the trip, answers questions/concerns

Dave Lipscomb, Joanna Thurmann, Beth Matus

Safety Training Lead

  • Responsible for coordinating 3 Safety Training days prior to trip departure which focus on proper safety and tools training for all program travelers
  • On-site point-person for tools/safety questions while on the trip
  • Oversees the following assistant positions: Safety Training Assistant(s) and Job Site Safety Person(s)
  • Note the Job Site Safety Person(s) will be in charge of safety on the jobsite while in Tijuana

Rick Landahn

Kitchen Lead

  • Coordinates meals (breakfast/ lunches prepared by members of cook team. Dinners are prepared by Mexican locals but coordinated by us
  • Procures all kitchen-related and home-site related supplies (pots, pans, containers, water jugs, coolers, cleaning supplies, etc.)
  • Procures all food and beverages
  • Oversees the following assistant positions: Kitchen Lead Assistant

Joan Mibach, Michelle Nealon

First Aid Lead

  • Coordinates volunteer First Aiders
  • Stocks first aid kits.
  • Serves as first aid point person while in Tijuana
  • Oversees the following assistant positions: First Aid Assistant(s)

Sheila Wolles

Home Site Lead

  • responsible for daily cleaning of dome and compound, maintenance & repairs, facilities managemen
  • Oversees the following assistant positions:Home Site Lead Assistant

Joan Mibach

Reflection Lead

  • Coordinates, prepares, arranges Tijuana-based field trips (e.g. Case Migrante, Border Wall, etc.)
  • Plans, prepares Evening Reflections (in Tijuana)
  • Plans pre-trip educational programs (related to issues of poverty, immigration reform, social justice, etc.)
  • Serves as “spiritual director” for group
  • Oversees the following assistant positions: Reflection Lead Assistant(s)

Ann Yadlowsky, Bob Malone

Fundraising Lead

  • Schedules & coordinates fundraisers
  • Recruits volunteers to staff fundraisers
  • Ensures fundraisers are adequately staffed
  • Creates and disseminates fundraiser advertising materials
  • Facilities individual fundraising efforts by trip participants
  • Sends “Donation Thank-You” letters
  • Oversees the following assistant positions: Fundraising Assistant

Janina Umali

Parish Lead

  • coordinates volunteers from a particular parish
  • schedules recruitment weekends at parish
  • serves as parish contact point person
  • Oversees the following assistant positions: Parish Lead Assistant

Monica Rising (St Julie), Joan Mibach (St Simon), Bob Masik & Mike O'Connell (Resurrection)

Registration Lead

  • ensures that all trip participants have met and completed all requirements for travel, including all paperwork, fingerprint and passport requirements
  • keeps and maintains binders of required paperwork
  • ensures trip payments have been made
  • prepares travel binders
  • prepares transportation plan
  • Oversees the following assistant positions: Registration Assistant, Transportation Assistant

Joan Mibach, Monica Rising

Communicatons/ Marketing Lead

  • Maintains TJ ministry.org website
  • maintains TJ Registration database
  • Maintains TJ social media: Facebook, Twitter, YouTube
  • Maintains TJ contact lists
  • Maintains TJ Calendar and sends meeting notices/reminders
  • Maintains Application Forms
  • Sends all TJ communications, monitors tjmissions@gmail.com email account and responds to emails
  • Prepares and maintains all marketing collateral (brochures, etc)

Joanna Thurmann

Treasurer

  • Receives receipts and processes reimbursements
  • Collects/oversees all individual travel fees
  • Oversees fundraising donations
  • Works with parish finance council on accounting
  • Sends donation tax letters
  • Oversees the following assistant positions: Treasurer Assistant

Francesca Paist

 

We travel to Tijuana with individual cars and trucks of the participants. Therefore, we appreciate in advance your willingness to drive. This page overviews the driver information.

We need a copy of your Driver’s License and proof of insurance as per Dioceses requirements.  We will reimburse you for the cost of gas if your remit your gas receipts for the trip.   If you choose to donate the cost, keep your receipts for taxes and you odometer readings for your tax consultant.  It should be about 1000 miles. 

CHECK LIST

  • Paperwork binder (It has maps, permission slips and copies of documents)
  • Copy of vehicle registration
  • Written permission to use the vehicle if it is not registered to you.
  • Copy of US insurance
  • Copy of Mexican insurance (We will purchase for you.  Fill out the form on the application page)
  • Spare set of keys
  • First aid kit
  • Car sick bag and paper towels
  • Water
  • Cell phones and numbers of other drivers

RULES OF THE ROAD

  • Teens should always have a buddy
  • The “Navigator” should control the radio, not the driver.
  • We should arrive in San Diego at the Home Depot at 950 Dennery Road ( by I-805 and CA 905) at 4pm, ready to cross the border.

Tijuana Ministry is not funded by the church. All donations are raised by ministry participants, either through personal fundraising or as part of organized fundraising events. You can ask donors to use for online or check donations. See the Donate link on our website.

Please see sample fundraising letters below. You may also wish to print and use the Tijuana Brochure along with your letters.

As of 2015, we have a new database for Applications and Registrations called JIRA.  The presentation below explains that application and its basic functionality.  It has a 10-user license limit and we currently have 6 users.

Overview:

The role of Teen Chaperone for the Tijuana Ministry should be fulfilled by two individuals, one male and one female. There may be Youth Chaperone Assistant(s)

Before the Trip:

  • Oversees all pre-trip youth-related activities
  • Organizes and runs 2 Youth Orientation Meeting(s)
  • Organizes and runs Youth Solidarity Event(s)
  • Organizes and runs Youth Fundraising events
  • Works with rest of Tijuana CORE Leadership Team in applications, acceptances and registration requirements for Youth travelers
  • Maintains Youth-related documents: e.g. Youth Discipline Policy, Youth Orientation presentation, etc
  • Makes sure all Youth have met "Shield the Vulnerable" requirement and arranges for Diocesan training, if needed

During the Trip:

  • Responsible for all youth travelers for the duration of the trip
  • Facilitates youth reflection eveings during the trip (arranges for chapel at San Enrique to be opened prior to each reflection and to be closed afterwards)
  • Check-ins with youth during the trip, answers questions/concerns
  • Makes sure youth comply with all travel, construction safety rules & regulations, bedtimes, appropriate behavior, dress, etc.
  • Rounds up the youth at curfew time

Documentation:

The relevant documentation (for trip year 2015 is attached to the bottom of this page)

Pre-Trip Checklist

The following checklist should be consulted in preparation for the role of Teen Chaperone during each Tijuana Ministry trip year.

ItemDescription, LocationCommentStatus
Designate Youth ChaperonesThere needs to be one Male and one Female designated chaperone for each year. This person is a member of the TJ CORE Leadership team and interacts with the rest of team during the Application/Registration process. Once done, these people need to be listed on the page: 2015 Tijuana Ministry Leadership Team Dave Lipscomb, Joanna Thurmann and Beth Matus have been identified for 2015 
Youth Guidelines and Discipline Policy document

This document needs to be reviewed and updated for each year.

Tijuana Ministry - Youth Guidelines and Disciple Policy 2014.docx

Once done, the document needs to be uploaded, linked to the Apply page that contains all the other registration requirements.

Needs to be updated for 2015 and any other changes 
Youth Orientation document

This document needs to be reviewed and updated for each year:

Tijuana Ministry - Youth Orientation 2014.pptx

Once done, the document needs to be uploaded/linked on the page: 2015 Trip Orientation

Needs to be updated for 2015 and any other changes 
Youth ApplicationsWork with TJ CORE team to review Youth Applications between March 8 and March 22 and provide input into acceptances.  Identify youth with no parent chaperone and who will be their delegated chaperone 25 years or older.  
Youth RegistrationsMake list of all Youth acceptances, created d-list in tjmissions@gmail.com account for future communications. Identify prior and brand new travelers. Identify any special needs. Work with youth to make sure their registration paperwork is being completed.  
Youth Orientation Sessions

Schedule and attend 2 Youth Orientations: These should be after the acceptances go out on 3/22, hence early April time-frame, but well before mid-May when the kids themselves and all other TJ activities get real busy. One at St Simon Parish and one at St Julie's. 

Those meetings need to be listed on the Apply page and added to tjmissions@gmail.com calendar so that they show up on the website calendar page

Scheduled:

Option #1: 4/16, 7-8:30pm @ St Julie

Option #2: 4/20, 7-8:30pm @ St Simon

 
LIVE Shield The Vulnerable Requirements

All youth need to take Live Shield-the-Vulnerable training, either at their Catholic school or at another scheduled session, per the calendar listed on the Diocesan website: http://www.dsj.org/ministries/protecting-gods-children/

We may need to schedule a special session just for TJ Youth. This is TBD. If so, then contact: Katy Meister <kmeister@DSJ.org>, Safe Environment Coordinator at the Diocese of San Jose, cell 209.201.7685

Those meetings need to be listed on the Apply page and added to tjmissions@gmail.com calendar so that they show up on the website calendar page

2/4/15: Joanna sent an email to Katy Meister to start the conversation.

2/13/15: No response. Joanna sent follow-up

2/19/1: Joanna called Linda Tully who said Katy is still in charge and provided cell phone number. Also gave me website page listing the dates. March/April dates will be posted in a week or two.

 
Youth Reflection Preparation
  • At the Youth Orientation sessions, identify prospective Youth Leaders
  • schedule a sessio to meet, greet and designate reflection nights
  • periodically check in via online, skype, in-person to facilitate their work on the reflections
  
Fundraising, engagement
  • Drum up interest and commitment to engage in the trip PRIOR to going. E.g. help at fundraisers, attending pre-build days, doing personal fundraising,
  • Optional...start sending a new TJ Youth Newsletter every 2-3 weeks
  
Immersion PreparednessSchedule a "pre-immersion" event for the youth, e.g. discussion, movie night or solidarity dinner.

Scheduled: 6/5, 7-9pm, TJ Youth Solidarity Night @ St Julie

 

 


Children’s and Teens Leadership Roles

Overview

2015

 

Below you will find a list of our current leadership roles in the Tijuana Children’s and Teen Programs and a description of each of these roles. The table shows the filled positions and the number of people needed each day in the open leadership roles.  Following the table are descriptions of the leadership positions. 

 

As we have discussed, as travelers become experienced in the program they are expected to step into leadership roles in the program. Some of the roles that require pre trip planning or continuity each day are already assigned.   Many of the roles can be switched daily and thus you can start to find your favorites.  Some may already know what they like and can choose to stay with a role for several days.

 

We ask that you review the descriptions below and consider two you would most like to be assigned to during this July’s trip.  Please let Theresa Clark and Tina Lipscomb know your top two choices. 

 

 

 

 

 

Leadership Roles and Needs For Children's and Teens Programs

 

 

 

Leader Title

Name(s)

Number Needed Daily

Children's Program Coordinators:

Theresa Clark, Tina Lipscomb

All week

 

 

 

Teen Program Coordinators:

Margaret Benett, Lisa Wolk, Melissa Deguara

All week

 

 

 

Children's Craft/Activity Coordinators: 

Irene Fu, Katie Woo

All Week

 

 

 

Outdoor Program Leads: 

Michael Downey, Noah Clark

All Week

 

 

 

Children's /Teens Site Translator and Trouble Shooter: 

 

1

 

 

 

Check in/Set up: (must speak Spanish)

 

2

 

 

 

Assistant Children's Program coordinator: 

 

1

 

 

 

Assistant Teen Program Coordinator:

 

1

 

 

 

Activity Room/Table Lead:

 

3

 

 

 

Young Children's Room Supervisors:

 

2

 

 

 

 

 

 

Children’s and Teen’s Program

Leadership Roles Descriptions

 

Children’s Program Coordinators:  Organize and run the Children’s programs and are ultimately responsible for the programs.

 

Teen Program Coordinators:  Organize and run the Teen programs and are ultimately responsible for the overall programs.

 

Craft/Activity Coordinators:  The craft coordinators are in charge of getting the crafts ready for each day and explaining the crafts to the group in the morning meeting.  The craft coordinators bring out the needed supplies for the day and direct the room set ups with the runner and craft/table lead.  The craft coordinators adjust the crafts for supply or other concerns when needed. 

 

Outdoor Program Leads:  The outdoor leaders are in charge of running the outdoor activities for the program.  The outdoor leaders are responsible for organizing the activities and having all of the equipment and safety barriers ready for the day.  The outdoor program ensures that all children stay with in the boundaries established at each site.  There must be at least two people in the outdoor program and one must speak Spanish.

 

Children’s /Teens Site Translator and Trouble Shooter:  The site translator makes all the daily announcements and calls out all needed rotations and group changes such as snack time or new games.  The translator works in a craft or outdoor activity but is not a lead so that they may be called on for translation needs and issues management such as coordinating with the guards or maintenance or other site/Parish personnel.

 

Check in/Set up:  The check in coordinators make sure there is a table, name tape, wrist bands and teen name tags for check in and sit at that table and check in the children and put on their band color by age group.    The check in team also makes sure the water is set up for the day, all the tables are covered, translation sheets are up, mega phone is in hand and the rules are ready. 

 

Assistant Children’s Program coordinator:  The assistant makes sure the daily staffing is sheet is filled in each evening with right type and number of staff for each program.  The assistant coordinator prepares the sheet of who will support which program each day as required in the below staffing needs.  The assistant coordinator is also responsible for ensuring all staff takes their supplies and is in transport to and from the afternoon site.  The assistant coordinator takes role in the morning and afternoon before leaving TI.

 

 

Assistant Teen Program Coordinator:  The assistant makes sure the daily staffing is sheet is filled in each evening with right type and number of staff for each program.  The assistant coordinator prepares the sheet of who will support which program each day as required in the below staffing needs.  The assistant coordinator is also responsible for ensuring all staff takes their supplies and is in transport to and from the afternoon site.  The assistant coordinator takes role in the morning and afternoon before leaving TI.

 

Activity Room/Table Lead:  Run a craft activity for a full day at both sites.  Manage the room, supplies, clean up and instruction and safety of the entire activity.  A room/table must always have two people in attendance.  Ask the runner for support.

 

Young Children’s Room Supervisors:  Manages all of the activities, supplies and clean up of the 4 to 6 year old room.   A room/table must always have two people in attendance. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Overview:

  • Maintain TJ ministry.org website
  • Maintain TJ Registration database

Documentation:

The relevant documentation is attached to the bottom of this page.

TaskDetailCommitment (hrs/week or month)

Maintain Website

URL: www.tijuanaministry.org 

Platform: cloud-based Drupal Gardens hosting site

Cost: $149/year for the Professional plan (see pricing)

The website contains TONS of information; everything from trip information (FAQs, requirements, brochures, photos, etc), to CORE documentation (meeting minutes, newsletters, supporting docs). Nothing is deleted. It is merely removed from navigational menus.40-60 hrs to prepare the website from one trip year to the next. This includes menu and configu changes, etc. After that, it takes 1-2 hrs/ week to add/update certain pages as they come up.

Maintain Registration database

URL: https://tijuanaministry.atlassian.net

Platform: cloud-based Atlasian JIRA site

Cost: $10/month for a 10-user license.

The JIRA application contains a user front-end (called an "issue collector") which allows travelers to register for the trip. The back-end is an application/database that stores the traveler personal information and all the things we need to know about them for the trip. It has great search and metrics/reports capability. It can be used not just for registrations but for many other uses in the future. It has a great UI front-end for drag-drop selection, and assignments.

See the TJ Registration Training document below.

30-40 hrs to setup registration for a new trip year (prior to January of each year). This includes setting up/testing the user front-end, then setting up the searches, metrics, reports to get the information from the back-end.

After that, it takes about ~2 hrs/week from Jan-July (to extract metrics and mail to people, to configure new searches, update traveler info, etc)