GLOBAL OUTREACH SHORT-TERM MISSION

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1 Leader Info Packet April 12 19,

2 Mexico 2014 Mission Trip We are excited about the possible opportunity of working together on the student ministries mission trip to Mexico. The Mexico mission trip is a large part of the student ministries at Rolling Hills Christian Church and having quality leaders on the trip is very important to us. Adult leaders are crucial to the success of this mission trip in many ways. Adult leaders are needed to encourage and motivate the students as well as provide direction and guidance and of course safe transportation to and from Mexico as well as in Mexico! Please read through the enclosed material. If you decide you would like to participate go online to and complete an application. Included in that application will be background check and volunteer driver forms which are required for all persons over the age of 18 working with children and those that may be needed to drive. This information will be kept confidential. In addition, you will need to complete a Safe Child Policy if you have not done so within 12 months of our trip. If you have questions regarding any aspect of this mission you can speak to Matt or Jenn at the church office or them at: Matt Warner Pastor of Student Ministries Jenn Check HS Ministries Coordinator 2

3 Important Information for Mexico Mission Application Due Date: No later than December 8, 2013 Mission Team Confirmed: December 15, 2013 Trip Dates: April 12 19, 2014 Trip Cost: $590 Your trip can be paid with a credit card but the credit card processing charge of $20 will be in addition to the $590. Important Dates All adult leaders are expected to attend all Student Team meetings and events. In addition, the Adult Leader Team will meet without students present. Here is the complete list of dates: Sunday, Oct 13 - Parent Information Meeting (Mandatory for all parents and students.) Time: 1:00pm-2:30pm Location: Multi-Purpose Room, Kids & Students Center Sunday, Oct 20 - Make-Up Parent Information Meeting (Mandatory for all parents and students.) Time: 1:00-2:30pm Location: Multi-Purpose Room, Kids & Students Center *This meeting is an alternative to the October 6 meeting - you do not need to attend both meetings. Sunday, December 8 - Application Deadline * Applications and deposits must be completed online before midnight. Sunday, January 12- Student, Parent & Leader Meeting (support letter campaign) Time: 1:00pm-3:00pm Location: Multi-Purpose Room, Kids & Students Center * Students must apply for passport by this date. Saturday, February 8 Mexico Work Day Time: 9:00am-3:00pm Location: Multi-Purpose Room, Kids & Students Center Sunday, February 23 Payment Due (Partial) Sunday, March 16 Payment Balance Due Sunday, March 16- Student & Leader Meeting Time: 1:00-2:30pm Location: Multi-Purpose Room, Kids & Students Center *ALL TRAVELERS must bring their original passports with them. Sunday, April 6- Student Meeting/Final Adult Leader Meeting 3

4 Time: 1:00-2:30pm/2:30-3:30pm Location: Multi-Purpose Room, Kids & Students Center Sunday, April 6 - Prayer for Mexico team in adult services Time: 9:00am Location: Building A- Meet in Gathering Room Friday, April 11 - Meet at the church to pack luggage, tools, etc. Time: 6:00-9:00pm Location: Kids & Students Center Saturday, April 12 - Meet at the church for departure Time: 6:00am Saturday, April 19 -Return from Mexico Time: To be determined. *Students will not be allowed to leave until unpack/clean up is complete* Sunday, May 4- Mexico-In-Review (parents, sponsors, all church invited) Time: 7:00-8:30pm Location: Main Auditorium Friday, May 9 - Adult Leader Appreciation Party Time: 6:00-9:00pm Location: TBD 4

5 How to Apply for this Mission Trip Submitting an Application You must complete a Leader Application online at along with a non-refundable deposit of $100 on or before the deadline. A member of our Missions Team will contact you regarding your application. Basic Criteria of Participants A desire to further your spiritual walk A team player wanting to see God at work in and through His People Able to work under the authority of your team leaders and submit to their leadership Other Requirements Make sure you have a passport that will be valid for six (6) months from the date you will RETURN to the United States. If not, please begin the process to obtain/renew one. Forms Check List: The following items must be turned in before we leave for Mexico o Passport o Liability Waiver o Background Check o Safe Child o Driver Form Cancellations If you are unable to participate in the mission, the team leader must receive cancellation notice as soon as possible. You will be responsible for all trip costs incurred at time of cancellation. In the event of your cancellation, we cannot provide refunds to donors. Support gifts put towards mission trips are contributions, and the IRS prohibits the refund of contributions. In that event, your support will be put towards general mission expenses or mission needs in that country. It is your responsibility to notify your donors of the changes. 5

6 Payments and Financial Responsibility Payment Information 1. A deposit of $100 is due with your application package and is a non-refundable portion of the mission trip fee. Applications are due no later than December 8, A payment of $245 is due no later than February 23, Final payment of $245 is due no later than March 16, If you choose to pay your mission fees by credit card a $20 credit card processing fee will be added. All payments must be submitted by the deadlines listed above. The church is required to meet payment deadlines for trip expenses such as transportation and lodging and we depend on your timely payments to make that happen. Trip Cost Includes: Travel Food while in Mexico Lodging Home building expenses Administrative Support Misc. Expenses Financial Responsibility All trip costs are the team member s responsibility. We will provide you with information and assistance with raising financial support however, if full support is not raised the balance is your responsibility. Raising funds may not be started until you are notified of acceptance to a team. All funds must be turned in according to the schedule above. Updated financial responsibility deadlines will be provided for all trips. 6

7 Raising Financial Support You don t need to have thousands of dollars in your pocket to participate in short-term mission opportunities. God calls some to go and others to serve as senders. At our first team training you will hear the Biblical basis for raising support, learn how to write a support letter, and learn how to invite your family and friends to join your team by partnering with you prayerfully and financially. Team leaders will provide all the resources and support to assist you in fund raising however, team members are responsible for the full cost of the trip. A timeline will be provided for when support needs to come in. If you have the financial means to participate without fund raising, we still encourage using support letters to develop a prayer team that will be praying for you and for the mission. In order for support / donations to be considered tax deductible the church must have final discretion as to the specific use of the funds. As stated above, all donations are applied to a specific location (i.e. Mexico) not a specific purpose. The donor may designate a general purpose, such as Mexico mission trip but if they specify Sally Smith s mission trip that would not qualify as tax deductible. All monies raised are applied to a specific location (i.e.: Mexico), not a specific person. In the event you are unable to go, your support raised will be put towards expenses on that trip or other ministry needs in that country. While individuals and teams are working to raise funds, the funds are essentially to support an entire team. If you plan to do fundraising through sponsorship letters or other activities please be sure to leave enough time for people to respond before the payment deadlines outlined above. We have attached a Fundraising Letter for you to use as an example. 7

8 Dear Family and Friends, During the week of Spring Break I will be heading to the outskirts of Tijuana, Mexico to participate on a mission trip with my youth group from Rolling Hills Christian Church. We will be going to Mexico to build homes and to serve in the local community. I am so excited to be a part of this mission team as I know it will stretch me and open my eyes to the world around me. Our goal this year as we partner with Baja Christian Missions is to build at least ten (10) homes for families in need. Preparing for this trip is a significant commitment that will include several training days, and numerous hours of preparation beforehand. It is a huge step of faith for many of us, as we enter a foreign culture, with a foreign language, and leave behind many of our daily comforts. This adventure will stretch and challenge each of us in our faith and relationships like never before. That said, we will need a landslide of prayer support because without God, this trip is just a vacation filled with dirty hair, cold nights, and port-a-potties! This is where you come in! We need people who are willing to commit to support us in prayer. We don t dare head into such a trip without constantly bringing every detail before the Lord. My goal is to raise $490 for this life changing experience. This money that I raise will go towards building the houses, transportation, food and other necessities for the trip. Enclosed you'll find a self-addressed, stamped envelope and a postcard. After you have prayerfully considered how you may share in this experience, please fill out the postcard and return it in the envelope provided to me as soon as possible, as our support needs to be in by February 16th. If you feel led to support me financially, please include your tax-deductible financial support in the envelope. In order for your support to be tax deductible please do not put my name on the check anywhere (even in the memo line). The post card will direct your donation. Thank you for your consideration, prayers and support! Thank you again, 8

9 Preparation and Training Time Allotment Short term mission trips can be rewarding and life changing; however, they do require a significant amount of time for preparation and training and can also be stressful. Please consider factors in your personal life at this time that may distract and prohibit you from fully committing to the purpose of the trip and adapting to unusual conditions. Prayer Participants are expected to have a group of people praying for him/her while on the trip. Training Participants are expected to attend all trainings and team building sessions prior to the trip. At Rolling Hills we take mission trips seriously. We believe that our mission will be more successful if we are fully prepared. This means you need to dedicate a significant amount of time to get ready raise support, team trainings, prayer, etc. Training will incorporate general mission preparation as well as training that will be specific to your destination and type of ministry. You will be required to participate in 3 6 trainings. It is a blessing on both ends to have our team prepared. 9

10 Frequently Asked Questions 1. What are the dates of the trip? April 11 19, With what organization do we partner? Rolling Hills is partnering with Baja Christian Ministries. Their vision is twofold. First, to physically and spiritually minister to the poor of Mexico, and second--through that process, help stimulate the faith of U.S. Christians into action. You can find more information on their website, 3. What will we be doing on this Mission trip? We will be building homes for those in need in Mexico. 4. Where are we staying? In Mexico, we will be staying in a campground used by Baja Christian Ministries, patrolled by a hired private security company. Before crossing the border, we will spend one night at St. Marks Church in San Diego. Upon re-entry we will spend one night at a hotel in Riverside. 5. How will we get down to Mexico? We will travel in large vehicles such as vans / SUVs. If you would like to loan your personal vehicle for this trip the church will reimburse your mileage. 6. I still have more questions what should I do? Feel free to contact us if you have more questions. Jenn Check is our High School Ministries Coordinator and she can be reached at 10

11 Packing list All personal items must be labeled and able to fit into ONE large duffle bag. Sleeping bags and pillows are to be placed separately in a LABELED large plastic bag. All items must be at the church ready to be packed into trailers on Friday, April 11th at 6:00pm. Bring your items to the front of the church parking lot. We will NOT be unpacking our duffle bags on Saturday night in San Diego. We will only unpack sleeping bags and pillows. Make sure to pack anything you need for Saturday night in your backpack! Stuff to be packed in large duffle bag: Worksite items: Old jeans, T-shirts, sweatshirts, hard soled shoes o No shorts, tank tops or cut up shirts on work sites 1 pair of work gloves, hammer, tool belt, 25 foot measuring tape (optional) Sunglasses, hats, bandanas Sunblock and chapstick Camp clothes and camp items: Modest shorts (knee length), shirts, jeans, sweats, sweatshirts, tennis shoes, warm jacket, beanie, mittens, rain gear PJs Flashlight and extra batteries Bathing suit for showering Water shoes (flip flops) for showering Toiletries: toothbrush, toothpaste, soap, shampoo, deodorant, toilet paper, towel, washcloth, wet wipes. Stuff for your backpack: (stays with you in your vehicle). Black and White Copy of photo page of passport and picture ID o Copy of passport will be provided by the church Bible Journal Pen Durable Water Bottle Spending Money o You need money for 5 meals Down: Lunch on Saturday and Lunch on Sunday 11

12 Return: Lunch on Friday (dinner will be provided) Breakfast and Lunch on Saturday we should be home for dinner! Inexpensive Camera Prescription meds (labeled with your name in a zip-lock bag) Gum, snacks, cards., etc. PJs and a change of clothes for Sunday (Mexico Team shirt will be worn Sunday entering Mexico) Various toiletries for overnight Stuff that will be packed in trailers, not in your duffle: Lawn chair Cot o Some suggestions: Coleman Ridgeline II Camp Bed (Walmart) RIO Military Cot (REI) Sleeping bag (too cold for just blanket), blanket and pillow (labeled) Stuff not to bring: Electronic Games ipods, ipads, etc. Headphones **Cell phones are only allowed for calling home before entering Mexico and right after leaving Mexico. Texting, Facebook, Twitter or games on phones will be NOT permitted. ** 12

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