Resources

Please find our Literature Ministry Guide below.

The Literature Ministry Guide is a resource for:

· Business and Health Professionals

· Hospital and Educational Institutions

· Church and Community Outreach Ministries

It will help you to customize a Literature Ministry for your sphere of influence and provide the guidance for how to organize, manage and operate a Literature Ministry of any size.

You can download a PDF copy:

LITERATURE MINISTRY GUIDE

You can also download the Prospectus:

LITERATURE MINISTRY PROSPECTUS

Introduction

Literature Ministry carousels and racks offer free gospel literature and Bible study lessons to the public. It is a collaboration of the Holy Spirit, Literature Ministry volunteers and partners engaged in community outreach ministries that include dental, law and medical practices; business professionals and wellness centers; Adventist universities and hospitals with ancillary sites.

This Literature Ministry Guide provides the quick start support needed to design a Literature Ministry for your sphere of influence. Select or adapt from this guide what will be helpful in your situation.

The Introduction, Preface, and first ten pages of this Literature Ministry Guide cover the core concepts of what you need to know about a Literature and Bible Study Ministry hereinafter Literature Ministry (LM). What follows are timesaving resources that describe how to organize, operate and manage a Literature Ministry.

The Holy Spirit is the active agency of Literature Ministry. Literature Ministry churches provide literature carousels and racks and the volunteers to keep them supplied with literature and to follow up Bible study requests. Literature Ministry site partners authorize literature carousel locations and reimburse Literature Ministries for literature at the publisher’s cost. Together they sow gospel seeds that give rise to spiritual conviction and eternal life with God’s family.

It is the Holy Spirit who prompts people to take literature from carousels as they pass through lobbies or wait for an appointment or service by an outreach ministry. Some will choose to enroll in an It Is Written or VOP Bible study lesson series for follow up by a Bible study lesson instructor or an IIW/VOP Bible correspondence school.

It is our prayer for each new Literature Ministry that they discover literature Ministry is a marvelous way to participate in the proclamation of the Three Angels’ messages and witness the Holy Spirit distribute Gospel literature like the leaves of autumn!

Literature Ministry Team

The Literature Ministry team consists of local church volunteers and Literature Ministry partners who authorize literature carousels and rack displays. The team is the result of a local Church Board’s decision to: adopt a Literature Ministry as part of their mission statement; authorize a Literature Ministry Committee to conduct its Literature Ministry; and to become a Voice of Prophecy (VOP) Discover Bible School.

Following these actions, the Church Board appoints the charter Literature Ministry Committee (LMC) members with input from its Chairperson. The LMC will recruit, train and oversee LM volunteers. (Per Conference policy all church volunteers who engage in personal work are to be vetted as are teachers who teach children); find a place to store literature; purchase literature, Bible Study lessons, enrollment cards, carousels and racks; solicit donations; and recruit LM partners who reimburse LM for literature at publishers’ cost.

The Holy Spirit will attract the people needed to keep literature carousels and racks filled with literature and to follow up on Bible study requests.

This Literature Ministry Guide will help new Literature Ministries develop their own job descriptions, procedures, forms, and recruit, educate and train the Literature and Bible Study Ministry teams.

LITERATURE MINISTRY COMMITTEE

The Literature Ministry Committee (LMC) meets monthly and reports to the local Church Board through its Pastoral Liaison. The LMC members include the Chairperson; an All Sites Coordinator to oversee several Site Coordinators or a Site Coordinator to oversee a team of Site Distributors; a Bible Study Manager to manage Bible Study Lesson Requests and oversee Bible Instructors [This task is given to a Bible Study Coordinator when an Area Bible Study Coordinator is needed.]; an Expansion Manager to recruit new Literature Ministry partners; a Literature Storage Manager to manage the literature inventory; a Communications and PR Director to enhance LM team communications, morale and facilitate the marketing of literature ministry; a LM Treasurer to ensure financial accountability; plus Advisory, Representative, and Special Project personnel by invitation of the LMC.

JOB DESCRIPTION SUMMARIES

Chairperson of the LMC is appointed by the Church Board to oversee the development, operation, funding and staffing of the Literature and Bible Study Ministry (LM). This person is a Spirit led visionary who is organized and possesses wisdom in dealing with people and business practices.

The Coordinator (the All Sites Coordinator for several sites) is recruited to oversee, manage and generate the monthly Distributor Refill/Count Sheet. (See Enclosures IV and V; Exhibit VII);receive Distributor Reports (See Exhibit VII), whose total count numbers are captured by the Coordinator’s Monthly and Semi-annual Reports (See Exhibits VIII and X); train Site Coordinators and Distributors (See Enclosures V and VI); work with the Literature Storage Manager to fill Site Coordinator Literature Request Orders, and assist with preparing ABC literature orders (See Enclosure I). A monthly Activity Report is submitted to the LMC.

The Bible Study Manager: is recruited to ensure the follow up of Bible study lesson requests received from IIW and VOP Bible Schools; manage Bible Lesson Instructors and Bible Study Coordinators when used; utilize the Bible study lesson guide training offered by the VOP and IIW representatives; forward out of the area Bible study requests to the IIW or VOP Bible study correspondence school; and ensure sufficient sets of Bible lesson guides are available. A monthly Activity Report is submitted to the LMC. See Enclosure II.

The Expansion Manager recruits new literature ministry partners who sign a Site Authorization Agreement. See Exhibit III. It discloses what each party agrees to do along with display locations and a start date. A monthly activity report of new and forecasted literature site locations is submitted to the LMC.

The LM Treasurer collaborates with the Church Business Office to manage the LMC’s financial activities. A monthly Activity Report is submitted to the LMC. See Enclosure IX; Exhibits V and XI.

Literature Ministry is self-funded by LM partners of a Site Authorization Agreement, independent outreach ministries and local church donations. LM is a separate account on the local church books. Generally accepted accounting practices shall be used to conduct all of its financial activities.

The Pastoral Advisor serves as the LMC liaison to the Church Board. The IIW and VOP Representatives advise the LMC and train the Bible Lesson Instructors in the art of student visitation and teaching IIW and VOP study lesson guides.


Literature Ministry Committee Organization Chart

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Literature Ministry Team Daily Tasks

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Literature Ministry Team Monthly Tasks

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Preface

The Three Angels’ Messages and the Holy Spirit move us to take greater action to proclaim God’s redeeming love for people.

Literature Ministry’s purpose is to save people for eternal life with God’s family on earth now and in the new earth to come. Thousands of people will trace their first convictions to know Jesus and the Father through literature.-CM 5, 151. They come to know a loving Creator, Redeemer and Friend through Bible study and Christian fellowship. Their response is recorded in Revelation 14. They worship God with hearts of gratitude and love because He is their personal Creator who has redeemed them.

In 2019 the Holy Spirit prompted people coming to Loma Linda health facilities and educational campuses to remove nearly 200,000 pieces of literature and Bible study lesson requests from carousels and racks. This happened without any kind of marketing, advertising, or social media blitzes. We simply displayed literature in carousels and located them where people pass through lobbies, waiting rooms, lecture halls, lounge areas, health and fitness complexes that serve students and the community.

Loma Linda is unique in that it has a high concentration of University educational health and medical locations, dental and professional offices, and community outreach ministries. We are surprised by how many people thirst for Gospel literature such as Steps to Christ and Bible Answers (the most popular literature) followed by lifestyle and health information, crisis support and Bible study offers

Your Literature Ministry may not have the number and variety of locations, but if you display literature in a carousel or rack the Holy Spirit will help people discover what they need for their journey to eternal fellowship with Jesus, the Father and His family on earth.

We cannot help but wonder if the thousands of pieces of literature distributed each month by the Holy Spirit are a precursor to the Latter Rain! Certainly we are blessed and privileged to be in this time and place! What a joyful thought!

Please join us in a Literature Ministry appropriate to your sphere of influence. Whatever your type or style of ministry we pray that you too will experience what we have learned: If you are available and committed to team with the Holy Spirit in a Literature Ministry you will witness the extraordinary activity of the Holy Spirit that prompts people to take literature from literature carousels in unprecedented numbers, even by the tens of thousands if you are a university or hospital campus!

Your friends in service with the Holy Spirit —

The Loma Linda University Church Literature Ministry Committee

Table of Contents


Procedures: Literature Operations

Appendix I - LM Account Setup: ABC (PP), IIW and VOP

Appendix II - Bible School Codes

Appendix III - Place Orders by Quantities

Appendix IV - Order Preparation

Appendix V - Delivery and Acceptance of Orders

Appendix VI - Replenish Literature Inventory

Appendix VII - Literature Inventory Management

Appendix VIII - Literature Storage and Carousel Setup

Appendix IX - Literature Carousel Display Strategy


Sample Documents

Exhibit I - Literature Ministry Committee Agenda

Exhibit II - Carousel Rack Picture

Exhibit III - Site Authorization Agreement

Exhibit IV - Standard Literature List

Exhibit V - Orders, Invoices, and Funding Flowchart

Exhibit VI - Adventist Book Center (ABC) Order

Exhibit VII - Distributor Refill Count Sheet

Exhibit VIII - Distributor and Coordinator Report Forms

Exhibit IX - Literature Inventory Requests (Site Coordinator)

Exhibit X - LM Summary Report (Semi-annual)

Exhibit XI - Treasurer’s Financial Activity Report


Job Descriptions: Manager Responsibilities

Enclosure I - Literature Storage Manager

Enclosure II - Bible Study Manager

Enclosure III - Bible Study Director

Enclosure IV - All Sites Coordinator (Oversees many)

Enclosure V - Site Coordinator

Enclosure VI - Site Distributor

Enclosure VII - Distributor Refill Count Sheet Instructions

Enclosure VIII - Site Manager (Nearby area)

Enclosure IX - LM Treasurer — Church Business Office

Enclosure X - Expansion Manager

Enclosure XI - Communications and PR Director

Enclosure XII - LM Archive Custodian


LIST OF TERMS 

Literature Ministry

Literature Ministry (LM) carousels and racks offer free gospel literature and Bible study lessons to the public. It is a collaboration of the Holy Spirit, Literature Ministry volunteers and partners engaged in community outreach to the underserved and to the searching patients and clients of dental, law and medical practices; the customers of business professionals and wellness centers; the students and employees of Adventist universities and hospitals.

This Literature Ministry Guide provides the support needed to design a Literature Ministry for your sphere of influence. Select or adapt from this guide what will be helpful in your situation.

To those who feel the Holy Spirit is calling them to a Literature and Bible Study Ministry, consider writing Purpose, Vision and Mission statements such as:

OUR PURPOSE is to see souls saved for eternity.

WE ENVISION Literature Ministry as a means by which people may come to know Jesus as their loving Creator, Redeemer and Friend.

OUR MISSION is to participate in spreading the gospel invitation of the Three Angels’ Messages to worship God with hearts of gratitude, love and awe for being our personal Creator and Redeemer.

For support write to us at literatureministry.lluc@gmail.com

Literature Ministry’s strategy is simply to place literature and Bible study offers in free-standing, unmanned carousels and racks and let the Holy Spirit prompt people to select literature or request Bible study lessons that will help them.

God’s people are described as seed sowers (Matthew 13) who are commissioned to make disciples (Matthew 28) by inviting people to know God the Father through Jesus who became one of us to demonstrate how deeply God loves and is committed to save the people of this world.

More than one thousand will soon be converted in one day, most of whom will trace their first convictions to the reading of our publications. CM 151.3

Publications must be multiplied and scattered like the leaves of autumn. These silent messengers are enlightening and molding the minds of thousands… CM 5

Remember, we do not personally distribute literature. It is the Holy Spirit who prompts people to select literature from carousels and racks.

The lesson we learned: If you and I are available and committed to a Literature Ministry appropriate to our community we will witness and participate in the extraordinary literature distribution activity of the Holy Spirit!

Implementation

TO ORGANIZE an institutional or an area wide Literature Ministry, the local church or area churches will consider holding an area wide meeting for all persons interested in a Literature and Bible Study Ministry that partners with hospital and educational institutions; church and community outreach ministries or collaborates with a business, law or health professional. The purpose of this meeting is to determine the degree of interest for a Literature Ministry, form a pool of Literature Ministry volunteers and identify the skills available to manage, operate or collaborate with a Literature Ministry.

Topics include an overview of Literature Ministry, the responsibilities of the Literature Ministry Committee (LMC) members, Coordinators, Distributors, Bible Study Coordinators and Instructors.

Operation topics include how to recruit literature carousel and rack locations, set up and servicing literature displays; manage the literature storage facility and inventory; fund Literature Ministry; follow up Bible study lesson requests; use the VOP Discover Bible School database and train LM volunteers, etc.

LITERATURE CAROUSEL OR RACK LOCATIONS depend on partnership agreements with the decision makers (Site Administrators) of an Adventist hospital or university, professional physician and dental offices, allied health and wellness centers, small businesses, outreach ministries and even a chapel in the Ronald McDonald House.

SELECT LITERATURE from the recommended Standard Literature List. It identifies the most popular literature selected over a period of 2 years at multiple literature sites. Literature selection should reflect the needs of your ministry area.

The 10 most popular literature topics selected in order of popularity, are: (1) Steps to Christ, (2) Bible Answers, (3) Great Hope, (4) Keys to Happiness (Steps to Christ), (5) Time for Peace, (6) Healing Power of Love, (7) Signs Magazine (monthly edition), (8) Messiah, (9) U-Turn, and (10) Signs Magazine special editions (large size). Experience shows that color scheme and strategic placement of literature and enrollment offers result in more literature taken and Bible studies requested! See Appendix IX and Exhibit II.

Sensitivity is employed in the selection of Adventist literature and Bible lessons to ensure they are not intrusive or offensive. Gospel literature and Bible lessons on display proclaim that Jesus Christ was sent by our Father in heaven to be one of us and to awaken love within us for Him as our Father, Creator, Redeemer and Friend.


WHERE TO BUY

LITERATURE is purchased through the Adventist Book Centers (ABCs) for Pacific Press publications. Bible study lesson guides are purchased direct through It Is Written and the Voice of Prophecy. (See Appendix III). Be sure to get an assigned IIW or VOP Discover Bible School code printed or stamped on enrollment cards and lesson #1. This code identifies the follow up Literature Ministry. (See Appendix II).

Pacific Press’s best price literature at ABC’s is listed by the Standard Literature List. (See Exhibit IV). It is based on nearly 200,000 pieces of literature purchased in 2019 by the Loma Linda University Church’s Literature Ministry Committee. About one half of the Bible study lesson requests come from people who live in other areas or states. Shipping Pacific Press literature to an ABC versus individual locations permits additional cost savings to Pacific Press that is reflected in literature prices.


LITERATURE RACKS

Most literature ministries will use the 8 pocket carousel or single pocket rack versus the 28 pocket floor carousel for lobbies.

Literature carousels and racks are available direct from the following vendors:

1. Literature Plexiglas Single Display Rack for-Counter Tops: (1 pocket); 11 X 5.5 x 2 inches; Model LH55: $3.04 each in lots of 100. *

Displays2Go, 81 Commerce Drive, Fall River, MA 20720. www.displays2go.com

2. Literature Mini-Carousel for Table Tops (Wire): (8 Pockets); 2.5 Feet tall; Model WSCBK28: $51.04 each for quantities of 3 to 5. *

Displays2Go, 81 Commerce Drive, Fall River, MA 20720. www.displays2go.com

3. Literature Carousel for Lobby and Lounge Floors (Wire): (28 pockets); 5 Feet tall; $335.00 each. *

J&P Wire Products, Inc. 5565 SE International Way, Milwaukie, OR 97222. www.jpwire.com. See Gary Carpenter’s contact information below.

* Manufacturers reserve the right to change prices without notice.


CONTACT US FOR SUPPORT

Literature Ministry Committee

Loma Linda University Church 

literatureministry.lluc@gmail.com

Procedures (Appendices)

Appendix I - LM Account Setup: ABC (PP), IIW and VOP

Appendix II - Bible School Codes

Appendix III - Place Orders by Quantities

Appendix IV - Order Preparation

Appendix V - Delivery and Acceptance of Orders

Appendix VI - Replenish Literature Inventory

Appendix VII - Literature Inventory Management

Appendix VIII - Literature Storage and Carousel Setup

Appendix IX - Literature Carousel Display Strategy


APPENDIX I 

LM ACCOUNT SETUP: ABC (PP), IIW, VOP 

Description - Open a customer account with SDA literature publishers.

Purpose - To purchase SDA literature for display in Literature Ministry carousels and racks.

Responsibility - The Literature Storage Manager and Site Coordinator.


Customer Account Setup

1. Obtain signature authorization from the Literature Ministry Committee to open an account with the Adventist Book Center (ABC), It Is Written and Voice of Prophecy to purchase literature.

2. Anticipate New Account Information by generating a print out of the BILL TO, SHIP TO and ALTERNATE Ship To information:

BILL TO:

Acct #:

Customer #

Bible School Code#

Name:

Ordered by:

POC:

Address:

City

State

Phone #1

Phone #2

Email:

SHIP TO:

Name:

POC:

Address:

City

State

Phone #1

Phone #2

Email:

ALTERNATE

3. Go to the ABC home page to get the phone number and ask for Customer Service. Call It Is Written at 888.664.5573. Call Voice of Prophecy at 970.622.2999 x5.

4. Tell Customer Service you would like to open an account.

5. Customer Service will ask if you want to be billed or if you want to pay at the time of purchase. Each method of payment will require a slightly different set of information in order to open a new account. Depending on frequency and quantity of orders the Customer Service Representative will advise you about the best purchase process to use.

6. Be sure to ask when opening an account what customer ID# and Bible School code(s) are being assigned to your church.

7. Once the account is open Orders can be placed on line using Pay Pal or Purchase Order. The Customer ID# and Purchase Order # is handy if you need to adjust orders, billings or payments.

8. NOTE: After the account is open, add the Customer ID# and Bible School Code to the Account worksheet information. Then send a copy of the document to the Storage Manager, Site Coordinator, LM Treasurer and the Church Business Office.

END



APPENDIX II

BIBLE SCHOOL CODES

Description - VOP Bible School Codes and the IIW Special Code imprinted on lesson guide are alpha-numeric codes.

Purpose - These codes identify the Literature Ministry that will follow up a Bible Study lesson request.

Responsibility - The Bible Study Manager.


Bible School Codes

The Bible School code is how VOP and IIW identify the local church for Bible study lesson request follow-up. The code is printed on all Bible study offer materials with a minimum order quantity.

When you open an account with VOP or IIW, make sure a Bible School Code is part of the account information and that named individuals are granted access to the respective IIW and VOP on-line database.

Voice of Prophecy Discovery Lesson Request Code

Call VOP at 970.622.2990; Toll free at 877.955.2525 or go on-line at bibleschools@vop.com to become a Discover Bible School church with an assigned code and to facilitate printing this code on minimum order quantities of lesson study guides.

When the local church is registering as a Discover Bible School (DBS) submit a list of postal zip codes of the church’s ministry area. Also submit the name and contact information of the church’s Bible Study Manager as the Bible School Coordinator and other named persons to be granted access to a student’s record to update lesson progress.

It Is Written Lesson Special Code Request

Call It Is Written at 844.974.8836 to request a Lesson Special Code to be printed on the IIW study guides and enrollment cards. If the quantity ordered is small, the local church can rubber stamp the cards or affix a label.

Imitate the VOP process above.

END



APPENDIX III

PLACE ORDERS BY QUANTITIES

Description - Place literature orders with SDA literature vendors per the vendors’ order protocols.

Purpose - Maintain literature inventory levels to support forecasted literature usage.

Responsibility - The Literature Storage Manager.


ABC (Pacific Press): learn how to prepare an order; take delivery from carriers and place delivered literature on designated literature storage shelf locations. (See Appendices IV, V and VI).

It Is Written (IIW): Orders may be placed by: calling (888) 664-5573 or go on-line at www.ItIsWritten.com or mail orders to It Is Written, P.O. Box 6, Chattanooga, TN 37401-9976. Bible lesson guides are paid by LM check in the amount of the IIW billing invoice or by personal credit card. A receipt is required by the Church Business Office and the LM Treasurer who authorizes reimbursement. Receive shipments at your home address.

1. Place minimum orders for:

a. English IIW Lesson #1: lots of 5,000 to get preprinted Church code.

b. English IIW Enrollment Cards: lots of 1,000 to get preprinted Church code.

c. Spanish IIW Lesson #1: lots of 1,000 to get preprinted Church code.

Voice of Prophecy (VOP): Orders can be placed by: calling (970) 622.2994 or email orders@VOP.com or mail orders to “The Voice of Prophecy Bible School,” P. O. Box 999, Loveland, CO 80539. Bible lesson guides are paid by LM check in the amount of the VOP billing invoice or by personal credit card. A receipt is required by the Church Business Office and the LM Treasurer who authorizes reimbursement. Receive shipments at your home address.

1. Place minimum orders for:

a. VOP Discover Guide Lesson #1: lots of 5,000 to get preprinted Church code.

b. VOP Enrollment Cards: lots of 1,000 to 2,000 to get preprinted Church code.

ORDER QUANTITIES THAT CAN BE DELIVERED BY THE CASE

Certain categories of literature are ordered by quantity but delivered by the case. When Pacific Press gets enough requested quantities for a topic they do a print run. As printed copies come off the press, copies are packaged by the case. Thus quantities should be ordered by the case, which saves labor and reduces cost. For example, an Order for 200 copies of Bible Answers will be delivered in 2 cases.

Item Requested Qty/Case

Bible Answers (100)

Steps to Christ (100)

Great Hope (200)

Keys to Happiness (100)

Your Turn (100)

Healing Power of Love (100)

Time for Peace (100)

Messiah (100)

ADDITIONAL ITEMS AVAILABLE

1. You Can Kick the Habit (Smoking)— 25/pack. Order multiples of 25 only.

2. Monthly Medium (size) Signs of the Times — a new monthly medium Signs is dated with the month and year. Order by the quantity desired. Example: 50, 100, 150, etc. These are available generally for one to ten months depending on the quantity printed and how fast they move.

3. Spanish Medium and Large Signs: The same as everything else. Order by the quantity desired in even numbers. Example: 50, 100, 125, 500, 750, 1,000, etc


PLEASE NOTE

INVENTORY SHORTAGES CAN OCCUR DURING CAMPMEETING SEASON: MARCH – JUNE.

The Pacific Press starts camp meeting orders about March 15 and ends around June 30. Order extra literature from the ABC by March 1 to minimize the risk of running out of literature during these months.


WHY IT IS WRITTEN & VOICE OF PROPHECY LESSONS & ENROLLMENT CARDS?

1. Some people are ready to know about Jesus and His word IMMEDIATELY! IIW and VOP respond to Bible Study requests within a week to 3 months. That is why lessons and enrollment cards are always placed in the top carousel pockets at eye level!

2. Some people respond in an INTERMEDIATE period of 4 months to 2 years.

3. Others are LONG TERM Holy Spirit projects:

“More than one thousand will soon be converted in one day, most of whom will trace their first convictions to the reading of our publications.” CM 151

END



APPENDIX IV

ORDER PREPARATION

Description - Prepare ABC, IIW and VOP Literature Ministry orders.

Purpose - Maintain sufficient levels of SDA Standard Literature List topics and Bible Study lessons to support the literature usage forecast.

Responsibility - The Literature Storage Manager.


PREPARE ORDERS: ABC, IIW, and VOP

The Literature Storage Manager and the Site Coordinator collaborate to prepare and submit literature orders to the ABC for Pacific Press items. Enrollment Lesson #1, enrollment request cards and Bible study lesson sets are ordered directly from IIW and VOP. The rate of usage for each title and average lead time for delivery determines when the next order should be made.

The Order Preparation starts with:

1. Create a Master Inventory List Worksheet. Take inventory one shelf at a time, starting at the left end. Each Literature Storage shelf space corresponds to a literature carousel pocket and its assigned literature title.

2. Record Titles for each shelf space on the Master Inventory Worksheet. There are 4 shelves (A, B, C and D) with 7 spaces/shelves. Separately list Surplus Titles below the shelf listings to complete the Master Inventory List Worksheet.

3. Order a case of literature for each shelf space that does not have an unopened case behind the open case.

4. Write on the worksheet the estimated order quantity for each large Signs magazine topic, IIW, and VOP 1st lessons necessary to maintain inventory’s sets of lessons and their respective enrollment cards.

5. Record estimated quantities by title for IIW, and VOP items and enrollment cards on the Master Inventory Worksheet.

6. Order literature categories based on the estimated quantities needed divided by the publisher’s prepackaged case quantity to determine how many cases should be ordered. (See Appendix III and Exhibit VI).

7. Individual topic orders are based on estimated order quantities of the Worksheet.

8. Monitor and revise the Master Inventory List worksheet to match the publisher’s catalog of topics in stock. The ABC will know the current Pacific Press catalog of literature.

9. Follow this process for the large Signs and medium Special Issue editions from the ABC.

10.Follow this process when ordering from IIW and VOP.

11. Draft an ABC, IIW, or VOP Order request and send it to the Literature Ministry Treasurer who will collaborate with the Church Business Office Administrator to get a Purchase Order number and place the Purchase Order.

12. The Church Business Office submits the Purchase Order to the ABC, IIW, or VOP subject to final approval by the LM Treasurer.

13. The Church Business Office shall copy the issued Purchase Order to the LM Treasurer, and the Literature Storage Manager.

END



APPENDIX V

DELIVERY AND ACCEPTANCE OF ORDERS

Description - Verify and accept literature orders delivered by freight carriers.

Purpose - Take delivery from SDA literature vendors.

Responsibility - The Literature Storage Manager or delegated Assistant.


DELIVERY OF ORDERS

1. Pacific Press Orders through the ABC: allow three days by USPS for the LM’s first Purchase Order to arrive at the ABC or the same hour if submitted by email. Then call your assigned Customer Service Representative at the ABC. The purpose of the phone call is to:

a. Identify yourself by name with the Church’s name and Purchase Order;

b. Ask for the Order’s shipping date;

c. Ask for the name of the freight carrier used and the estimated arrival date at the local freight annex.

d. Ask for the tracking number, record it in your notes, thank the representative and close.

2. Call the {Name} Freight Company {Phone number} and ask for the customer service representative. The purpose of the phone call is to:

a. See if they will give you the day and hour time frame for delivery. If it doesn’t fit your schedule to receive the shipment, arrange for a mutually acceptable time to deliver the order.

b. Request that the dispatcher have the delivery truck driver call the Literature Storage Manager {Name and Phone number} or designated Assistant about thirty (30) minutes prior to arrival at the literature storage location {Street address, City and Zip Code} so the driver does not have to wait. Tell the dispatcher that you want to save the freight company time and money by keeping the delivery process quick and within ten minutes.

ACCEPTANCE OF ORDERS

1. Before signing the “Bill of Lading,” aka “Packing Slip” to acknowledge receipt and acceptance of a delivery, MAKE SURE that the number of pallets is correct and each pallet is wrapped with heavy plastic and has not been tampered with. Be sure there are no tears in the wrapping or loose wrapping to indicate possible missing cases of literature.

2. Sign the “Bill of Lading,” aka “Packing Slip” to acknowledge acceptance of delivery.

3. Ask for a copy of the signed Packing Slip. This will be used to validate ABC, IIW and VOP literature purchase orders when literature is placed on its assigned inventory shelf space.

4. Have the driver place the pallet(s) inside the garage about four (4) inches from the inside of the garage door.

5. Close and lock the Literature Storage doors and leave.

END



APPENDIX VI

REPLENISH LITERATURE INVENTORY

Description - Relocate literature from carrier pallets to assigned spaces on inventory storage shelves.

Purpose - Replenish literature inventory for Literature Ministry usage.

Responsibility - The Literature Storage Manager.


Carrier delivery and LM acceptance of orders results in literature left on pallets just inside the storage facility’s door. Replenishment of Inventory occurs when literature is removed from pallets and placed on its assigned inventory shelf location. This process validates literature delivered, replenishes inventory and discovers any delivery discrepancies to be resolved with a vendor.

VALIDATE LITERATURE DELIVERED

1. Determine a convenient time for you to meet with an Assistant at the literature storage facility to unpack and validate literature items delivered. (This task may be assigned to Assistants.)

2. Look for a large brown envelope which contains the “Bill of Lading,” aka “Packing Slip”. It lists the boxes and cases of literature delivered.

3. Place the Packing Slip and the literature Purchase Order on the clipboard provided.

4. Have an assistant open one box or case at a time and show you the label on each box or case:

a. Compare the Purchase Order topics and case quantities to the Packing Slip topics and case quantities actually delivered. If they are the same, then validate it with a check mark.

b. Repeat until the entire order is validated.

5. Keep the Packing Slip (Bill of Lading) until the Church Business Office emails a copy of the ABC Billing Invoice to you to verify the Billing invoice’s accuracy.

REPLENISH INVENTORY

1. After the validation task is completed, use the Inventory Log to record each title and its quantity before it is placed on an inventory shelf.

2. Place each literature title on its designated inventory shelf space location.

LABEL LITERATURE CASES ON INVENTORY SHELVES

1. Label each opened case (its top removed) of large and medium Signs and place it on its assigned shelf space. The shelf space label is a literature sample clipped to the front of the open case to indicate its contents.

2. A second unopened case is placed behind the opened case with its label facing outward.

3. Surplus Special Issue Signs and other literature are kept in a storage area set aside for surplus literature.

DISCREPANCIES

1. Notify the ABC, IIW or VOP customer service representative immediately IF there is any discrepancy related to topic, quantity, unit cost or prices. This is a rare event.

a. State the discrepancy.

b. Document the resolution agreement. A future billing adjustment may be the best resolution.

PALLET REUSE

1. Keep the empty pallet(s) until the next order arrives, then give the pallet(s) to the freight driver.

END



APPENDIX VII

LITERATURE INVENTORY MANAGEMENT

Description - Maintain adequate levels of literature and Bible study lessons from the Standard Literature List and the IIW and VOP ministries; use a Master Inventory List and a Master Inventory Log and report monthly to the LMC.

Purpose - Ensure the LM team has an uninterrupted supply of literature and Bible study lessons.

Responsibility - The Literature Storage Manager.


Inventory Management simply means not running out of anything, especially the fast-moving items, while at the same time avoiding overstocking slow-moving items that tie up finances unnecessarily.

Inventory Management is facilitated by keeping a Master Inventory List used to identify all literature available in the LM inventory and Inventory Log to account for literature usage by Site LM partners or outreach ministries and literature added to replenish inventory.

The Inventory Log documents literature added and removed from inventory and thereby offers a record of accountability for literature ordered by outreach ministries and LM partners. It helps the Literature Storage Manager gauge usage rates of inventoried items, literature inventory levels, establish reorder points for inventoried items and reduce overstocking of slow moving items.

Time and experience performing inventory management will teach you when to order items and quantities to maintain adequate levels of inventoried literature.

Reorder points will be different for each literature title and type of Bible Study offer. Start your next literature order list as you monitor the various reorder points.

What does a reorder point look like? Most literature shelf spaces will have two cases (boxes) of literature, a labeled open case of literature in front of a closed case behind it. When it becomes necessary to open the second case it is time to order another case of literature. Bundled large Signs magazines, small books, Bible study lesson guides and enrollment card usage require a different method of monitoring.

These are management tools and methods that help to ensure the LM team has an uninterrupted supply of literature and aid in the operation and management of the Literature Inventory and its Storage Facility.

New Literature Ministries will consider selecting and purchasing literature from the Standard Literature List. (See Exhibit IV).

In 2019 the Loma Linda University Church through its Literature Ministry partners purchased and placed in literature carousels and racks nearly 200,000 pieces of literature and Bible study materials. Use of the Standard Literature List is a cost effective way to purchase literature published by Pacific Press through the ABCs.

Bible Study Materials are purchased directly from the IIW and VOP ministries.

END



APPENDIX VIII

LITERATURE STORAGE AND CAROUSEL SETUP

Description - Sequence the literature topics located on storage facility shelves to correspond to the sides and row pockets of the literature carousel.

Purpose - To minimize the time spent to service literature carousels and racks.

Responsibility - The Literature Storage Manager and Site Coordinator.


Literature Storage shelves and Carousel side pockets are set up in a corresponding sequential manner to minimize the time spent by the Site Distributors and Coordinators to keep the literature carousels filled with literature.

The Literature Carousel for lobby areas is a 4 sided display of rotating literature. Each side has 3 tiers or rows of 2 pockets each plus a 4th row pocket for a standard (large) sized Signs magazine. Seven (7) different topics can be browsed per side as the carousel is rotated for a combined total of 28 pieces of literature (books, magazines, the IIW and VOP Bible Study lesson #1 and enrollment cards). This carousel is capped with a colorful “Free! Take One” sign that displays the logos of the local church’s Literature Ministry and the sponsoring organization as applicable. (See Exhibit II).

Literature Carousel Setup: Side “A” of the Literature Carousel is dedicated to display Spanish literature. Sides “B”, “C” and “D” are dedicated to display English literature. Each side has 7 pockets for literature. The top tier has two (2) pockets numbered “1” and “2” from left to right. Likewise, the 2nd and 3rd tier pockets are numbered “3” and “4” and “5” and “6” from left to right. These pockets are made for medium size magazines, health pamphlets and small books. The 4th tier has “1” pocket for the display of a standard size (large) Signs magazine. The 4 sided 8 pocket carousel for waiting areas is organized and stocked similarly.

Refill Form, aka Count Sheet is created and emailed by the Site Coordinator to the Site Distributors. It lists literature to be displayed in the row pockets of each Side. Side “A” pockets are numbered “A1” to “A7”. Sides “B”, “C” and “D” are similarly numbered “B1” to “B7”, “C1” to “C7”, ”D1” to “D7”.

Storage Facility Setup: The location where the literature inventory is stored has 3 side by side shelving units 6 feet tall x 3 feet wide x 1 ½ feet deep. There are 5 shelves per unit. The top shelf is too high for normal access and is used for miscellaneous purposes. The 4 shelves below the top shelf correspond to the carousel’s 4 sides: “A”, “B”, “C” and “D”. Each shelf has 7 spaces that correspond to the 7 side pockets of each carousel side.

The 1st box of literature on the left end of shelf “A” corresponds to carousel Side A’s “A1” literature pocket and to the Refill/Count Sheet line “A1”. Shelf A’s spaces are assigned from left to right, space “A1 to A7” and correlate with the carousel pockets “A1”…”A7”. The large single pocket at the bottom is carousel pocket “A7”.

Similarly, the 2nd, 3rd and 4th shelves correspond with sides “B”, “C” and “D”. This is an efficient way to find inventoried literature, to refill carousel pockets and to record the usage quantities of each literature title on the Count Sheet.

LITERATURE CAROUSEL REFILL TIPS

Literature Distributors may want to buy 4 plastic bins (1 each for sides A, B, C and D) and stack them and strap them by a bungee cord to a travel luggage dolly to facilitate the transport of literature from the inventory storage area to multiple carousel locations. Bins serve as a mobile personal inventory that can be kept in your vehicle so that fewer trips need to be made to the inventory storage area.

Other Distributors prefer to go to the carousel(s) first and write lightly on a Refill/Count Sheet the quantities needed to refill each literature carousel title. Then they go to the inventory storage area to get the needed quantities of literature and use a rolling cart or a tray to transport the needed literature to a carousel or rack.

Fill every pocket to capacity BUT don’t overfill. If you can’t get your fingernails between the metal and the literature, it is overfilled. As always, use a method that works best for you.

END



APPENDIX IX

LITERATURE CAROUSEL DISPLAY STRATEGY

Description - Uniformly apply the LM display strategy.

Purpose - To increase literature usage and Bible Study lesson enrollment requests.

Responsibility - Site Coordinators and Distributors.


Carousels are more than an appealing or neat display of literature, they are instruments of the Holy Spirit! When you look at carousels see them as instruments the Holy Spirit is using to sow the seeds that lead to better health, happiness and being a friend of Jesus; see hundreds, then thousands of pieces of literature being replenished in carousels each month by scores of LM volunteers in North America, trying to keep up with the demand the Holy Spirit creates daily; and see the thousands of divine appointments where the Holy Spirit uses literature and Bible studies to introduce people to Jesus as Creator, Redeemer and Friend, and to the hope of eternal life with Him.

1. Display Strategies

a. Display IIW and VOP Lesson #1 Bible Study offers and enrollment cards in the top two (2) pockets on each English carousel side. The Spanish side of the carousel alternates quarterly between the IIW and VOP Bible study offers.

i. Use Side ‘A’ of the carousel for Spanish literature, if applicable.

b. NEVER have two or more of the same items displayed in the entire carousel except when there are not enough large Signs in inventory.

c. Keep each side of the carousel colorful and interesting. Do not put cover pages side by side with the same dominant color i.e., two similar colors, two women, or two men.

d. Avoid empty pockets.

e. Small DA, COL, and GC books are relatively expensive to support. Stay with SC or the small Bible Answers paperback book which can share a display pocket.

f. Remove and discard all literature which doesn’t belong in the carousel.

2. Floor Carousel for lobbies: 28 Pockets, 5 Feet High (Wire)

a. For display and setup information see Appendices VIII and IX; Exhibit II.

b. Bundle the large Signs in packs at the literature storage facility. There are 18 different titles of large Signs. Hopefully, you will order all of them.

i. To bundle the large Signs magazines, place 9 stacks of titles in a row and the remaining 9 stacks of titles behind the first row. With your right hand, pick up the first large Signs and place it on your left hand and arm, then pick up the next Signs from the stack behind. Repeat this operation until all Signs have been selected to create a bundled set. Place an elastic band around the center and place the bundled sets in cardboard boxes.

ii. Now you have 18 different Signs in a bundle. The distributor removes the elastic band just before refilling the carousel’s largest pockets reserved for the large Signs. As soon as someone removes a large Signs, a new color and title appears. Thus the rack appearance changes with every large Signs magazine taken. Very important: Be sure all four Large Signs pockets have different titles visible.

3. Mini-Carousel for waiting areas: 8-Pocket, 2.5 Feet High (Wire)

a. If Spanish items are not used, place the following items in the four top pockets:

i. VOP Discovery Lesson #1

ii. VOP Large Enrollment Card (5 3/8” x 8 1/4”)

iii. IIW Lesson #1

iv. IIW Enrollment Card

b. Bottom four pockets: (Recommend)

i. Bible Answers

ii. Steps to Christ

iii. Keys to Happiness

iv. Medium Signs (Alternate: Great Hope and other medium Signs.)

4. Single Display Rack for desk tops: 1 Pocket, 11 Inches High (Plexiglas)

a. Alternate quarterly between VOP and IIW lessons

i. Why? Eighty percent (80%) of most health and medical office patients have follow-up visits.

b. Use VOP Discover Lesson #1 for the first three months.

c. At end of three months remove and replace it with IIW Lesson #1 for the next three months. Keep alternating every three months thereafter.

END

Sample Documents (Exhibits)

Exhibit I - Literature Ministry Committee Agenda

Exhibit II - Carousel Rack Picture

Exhibit III - Site Authorization Agreement

Exhibit IV - Standard Literature List

Exhibit V - Orders, Invoices and Funding Flowchart

Exhibit VI - Adventist Book Center (ABC) Order

Exhibit VII - Distributor Refill Count Sheet *

Exhibit VIII - Distributor and Coordinator Report Forms *

Exhibit IX - Literature Inventory Requests (Site Coordinator)

Exhibit X - LM Summary Report (Semi-annual)

Exhibit XI - Treasurer’s Financial Activity Report

* Request Excel spreadsheet forms at literatureministry.lluc@gmail.com.


Exhibit I

LITERATURE MINISTRY COMMITTEE AGENDA

Month, Day, Year

1. Opening Prayer

2. Review Minutes of Meeting

3. Baptisms

4. Special Projects

5. LMC Reports

a. Chair

b. Expansion

c. Bible Study

d. Site Coordinator

e. All Sites Coordinator (if applicable)

f. Site Manager (if applicable)

g. Subcommittees: Special Projects

h. Treasurer

6. Closing Prayer

7. Next Meeting: mm/dd/yyyy

8. Second Tuesday of each month, Room # at 7:00 p.m.

END



EXHIBIT II

Carousel Rack Picture

Click LINK for image

Carousel Rack Pictures 

END



EXHIBIT III

SITE AUTHORIZATION AGREEMENT

SITE LOCATION INFORMATION

Name:

Address:

Displays at:

Hours Open:

Access:


SITE PERSONNEL INFORMATION

SITE ADMINISTRATOR: N/A [ ]

Name:

Position:

Address:

Office:

Email:

Business card: (Affix here)

SITE DEAN: N/A [ ]

Name:

Position:

Address: 

Rm.

Email:

EXECUTIVE ASSISTANT:

Office:

Email:

Business Card: (Affix here)

SITE COORDINATOR: N/A [ ]

Name:

Position:

Address: Rm.

Email:

OFFICE COORDINATOR:

Office:

Email:

Business Card: (Affix here)

SITE BILLING MANAGER:

Name:

Position:

Address: Rm.

Email:

EXECUTIVE ASSISTANT:

Office:

Email:

Business Card: (Affix here)


LITERATURE MINISTRY PERSONNEL INFORMATION:

MINISTRY AREA SITES:

Name:

Position: All Sites Coordinator

Phone:

Mobile:

Email:

Business card: (Affix here)

EXPANSION COORDINATOR:

Name:

Position: Expansion Manager

Phone:

Mobile:

Email:

Business card: (Affix here)

SITE CAROUSEL COORDINATOR:

Name:

Phone:

Email:

INVOICES:

Name:

Position:

Phone:

Email:


Revised: mm/dd/yyyy AGREEMENT OF THE PARTIES

A. THE (Local Church Name) LITERATURE MINISTRY COMMITTEE AGREES TO:

1. Provide a literature carousel display at specified locations and volunteers to stock them with Adventist literature on an as needed basis, daily if necessary.

2. Provide the literature placed in your Site Facility each month at publisher’s cost to the (Local Church Name).

3. Check the area around the literature racks to ensure it is neat and orderly and that the literature display is representative and attractive.

4. Remove unauthorized materials if they appear in the rack.

5. Record, report and invoice literature placed in literature racks each month.

6. Give Bible studies to local residents who request Bible studies.

7. Ensure out-of-area requests for Bible studies are sent to a responsible person or Bible Correspondence School for follow up.

8. Coordinate a baptismal date with a pastor when Bible study students make their decision to be baptized.

B. YOUR SITE ORGANIZATION AGREES TO:

1. Authorize a literature carousel at specified locations to display Adventist literature to help people discover a caring and loving God along with better health and happiness—now!

2. Participate with us in open dialogue regarding how the (Local Church Name) Literature Ministry can help your site organization achieve its goal of making people whole mentally, physically and spiritually through literature. Your feedback is invaluable and helps us operate a representative ministry for your site organization, the Adventist Church, and the Great God of Heaven.

3. Reimburse the (Local Church Name) Literature Ministry each month for the cost of literature placed in the Site Location(s) identified above. Publisher’s cost rates are passed on to your Site organization.

C. REIMBURSEMENTS

1. Send reimbursement checks to the Invoice’s letterhead address of the (Local Church Name), payable to (Local Church Name) AND a Memo line to “Literature Ministry” OR its abbreviation, “LM”.

2. Include on the reimbursement check:

(1) A reference to your Site’s name and

(2) The (Local Church Name, Invoice number). Invoices are payable-net 30 days.

3. The Literature Ministry person identified in the INVOICES section above will answer or clarify any question about invoices and reimbursement payments.

Thank you for teaming with us and God bless you and your staff as we sow Gospel seeds with literature and Bible studies!


{SITE name}

Authorized by Title

Print Name Date

Literature Ministry Committee

Authorized by 

Title

Print Name

Date

END



EXHIBIT IV

STANDARD LITERATURE LIST *

ADVENTIST BOOK CENTERS (ABCs) CARRY PACIFIC PRESS LITERATURE

English

Alcohol

Bible Answers

Christian Atheist Dialogue

Death; Where Do We Go?

Finding Hope Through Pain

Happiness Digest

Kick The Habit

Learning To Love

Martin Luther

Sabbath

Steps To Christ

The Desire of Ages

The Great Hope

The Healing Power of Love

The Reason for the Season

Truth About Hell

Spanish

Ama Dios

El Camino A Cristo

El Descado de Todos Las (DA)

El Salvador que tu Nessita

Ministerio de Curacion (MH)

Profecias

* Monthly medium Signs magazine topics are not reprinted when warehouse quantities are gone. Small changes in cost are related to printing a new topic and the quantity to be printed by a new print run. Generally, most small/medium Signs magazines cost the same. Check frequently with the ABC for new Signs printed by the Pacific Press.

BIBLE STUDY RESOURCES TO BE INVENTORIED

IT IS WRITTEN (IIW): Spanish Lesson#1 for distribution or rack display.

ENGLISH LITERATURE

Teachers Lessons: Complete Sets: 1-25

Students Lessons: Individual: 1-25 (Each)

Large Enrollment cards

SPANISH LITERATURE

Teachers Lessons: Complete Sets: 1-25

Students Lessons: Individual: 1-25 (Each)

Large Enrollment cards

VOICE OF PROPHECY (VOP)

ENGLISH LITERATURE

Teachers Lessons: Discover Bible Guide Sets 1-26

Teachers Lessons: Focus on Prophecy (D&R) 1-20

Large Lesson #1: Discover Bible School

Large Lesson #2: Discover Bible School

Large Enrollment Cards (5 3/8 W x 8 1/4 H)

SPANISH LITERATURE

Teachers Lessons: Discover Bible Guide Sets 1-20

Large Enrollment Cards

OTHER LITERATURE AVAILABLE FOR TEACHERS AND STUDENTS

3-Ring Binder: For teachers and students who have completed lesson 5.

New King James Bible: Required for Bible study (English and Spanish)(Small and Large print)

Desire of Ages: For students who complete all lessons (English and Spanish)

The Great Controversy: For students who complete all lessons (English and Spanish)

END



EXHIBIT V

ORDERS, INVOICES & FUNDING FLOWCHART

Click LINK for image

END



EXHIBIT VI

ADVENTIST BOOK CENTER (ABC) ORDER

Click LINK for image

END



EXHIBIT VII

Distributor Refill Count Sheet

Click LINK for image

END



EXHIBIT VIII

DISTRIBUTOR AND COORDINATOR FORMS

FYI: There are two (2) ranges of columns shown on the next page which are part of a larger Excel spreadsheet file.  The left side is the monthly Distributor Report that shows the total monthly quantity for each piece of literature displayed.  The Distributor enters these quantity Totals from the “Total” column of the daily Refill/Count Sheet worksheet.

The right side, the 2nd range of columns, has Excel formulas that combine the quantities from specified cells for each category of literature i.e., the right side automatically combines the total quantity of each title of the Medium sized Signs magazine which have the same unit cost.  This is true for small Signs magazines too.

A 3rd range of columns(not displayed) is used for invoicing.  It sums the 2nd range category Total quantities, adds a “Cost Each” column and a Total Price column for each category.  The LM Treasurer creates a draft invoice based on the Total Price for each category of literature.  It is a draft invoice because it still needs to be given an invoice number by the Church Business Office when it is entered into the church accounting system.

To request Excel spreadsheet forms write to literatureministry.lluc@gmail.com.

Click LINK for image

END



EXHIBIT IX

               LITERATURE INVENTORY REQUESTS (from Site Coordinators)

Click LINK for image

END



EXHIBIT X

LITERATURE MINISTRY SUMMARY REPORT

(SEMI-ANNUAL: JANUARY and JUNE)

JUNE 20nn

·        Carousels and Racks                                                               124

·        Volunteers Serving                                                                 143

·        Pieces of Literature Placed In Racks                          103,000

·        Bible Study Requests                                                              271

·        Bible Studies                                                                             226

·        Ads for VOP Bible Lessons                                           198,000

·        Known Baptisms to Date                                                          32

END



EXHIBIT XI

TREASURER’S FINANCIAL ACTIVITY REPORT

Click LINK for image

END

Job Descriptions (Enclosures)

Manager Responsibilities

Enclosure I - Literature Storage Manager

Enclosure II - Bible Study Manager

Enclosure III - Bible Study Director

Enclosure IV - All Sites Coordinator (oversees many)

Enclosure V - Site Coordinator (literature)

Enclosure VI - Site Distributor (literature)

Enclosure VII - Distributor Refill Count Sheet Instructions

Enclosure VIII - Site Manager (nearby area)

Enclosure IX - LM Treasurer — Church Business Office

Enclosure X - Expansion Manager

Enclosure XI - Communications and PR Director

Enclosure XII - LM Archive Custodian


ENCLOSURE I

LITERATURE STORAGE MANAGER

Job Description - Manage the literature storage facility and its inventory; place orders for SDA literature; fill literature request orders (Site and church outreach ministries); mentor Site Coordinators; encourage personal work at literature carousels/racks and support the LM Treasurer—Church Business Office.

Purpose - Ensure literature inventory levels are adequate to support Site Coordinator and Distributor requests for literature.

Report to - The Site Coordinator or the All Sites Coordinator.


The Literature Storage Manager or the lead Site Coordinator, as applicable, reports to the Literature Ministry Committee and will:

1. Manage literature Inventory. ( See Appendix VII).

2. Work with the Site Coordinators and the Literature Ministry Treasurer to prepare and submit new literature orders for items when inventory is running low and the minimum order turnaround time is considered.

3. Order SDA literature through the ABC for Pacific Press topics on the Standard Literature List and order directly from IIW and VOP Bible Study Bible study guides and enrollment cards. (See Appendices I, III and IV).

4. Fill Distributor literature request orders for pick-up during the week. Literature trays are kept in cabinets outside the storage location for this purpose. Site Coordinators help with this task on Sunday mornings.

a. Sunday mornings from 9:30 AM to 11:30 AM, or by key access during the week. Sunday morning is a good time to teach Coordinators and Distributors about carousel literature display strategy. (See Appendix IX; Exhibit II).

b. The top shelves of the storage facility’s outside cabinets are reserved for easy access to high volume literature topics during the week by Site Distributors, Site Coordinators and the Storage Manager. Use the hidden key to access the locked cabinets.

c. Site Coordinators and/or Distributors can return their literature trays and any unused literature to the locked cabinets at their convenience.

5. Fill Literature Request Orders (LRO)

a. Local Church Ministry Orders (Non-Billable): For example: {Name} who holds a Local Church elected position and is responsible for the narthex literature ministry. This person will email a Literature Request Order about once per month. Fill the order, post it to the Literature Inventory Log that tracks literature inventory usage and deliver it to the Church. Delivery is made to {Name’s} office, the head of maintenance, and he will have someone get a cart to help unload. Tell him the literature is for {Name} and is to be placed in the mother’s room close to the literature storage location. Have {Name} or one of his assistants sign the email Literature Request Order to show receipt of the literature requested. There is to be “No Charge” when the local church budget financially contributes to Literature Ministry.

b. Non-Local Church Ministry Orders (Billable): {Name, Ministry Name}, will call you to set-up a delivery time at the literature storage facility. Fill the Literature Request Order, post the requested order to the Literature Inventory Log and have the pick-up person sign the Literature Request Order and give it to the LM Treasurer by the end of the month. The {Ministry Name} is invoiced for its monthly literature usage.

c. Site Coordinator Orders (Billable): Sites are invoiced for their monthly literature usage. The Site Coordinator emails the Site’s Literature Request Orders to the Literature Storage Manager who posts the Literature Request Order to the Literature Inventory Log to track literature inventory usage. The box of requested literature is placed on the storage facility’s portable table cart ready for loading into a vehicle. When the pick-up person comes, have them back their vehicle close to the Storage Facility’s garage door. Roll the portable table cart to the vehicle for loading literature into the vehicle. Have the pick-up person check the Site’s Literature Request Order and sign a copy of the order to signify delivery and receipt of the literature.

d. Prayer Room Orders (Non-Billable): {Name} will occasionally call for “Steps to Christ” for the prayer room. Post the request to the Literature Inventory Log to track inventory usage. A Delivery Slip is signed by the person receiving delivery for the Prayer Room. Give the signed Delivery Slip to the Literature Storage Manager to show delivery of the requested literature for the purpose to track literature inventory usage. There is to be “No Charge” when the local church budget financially contributes to Literature Ministry.

e. Visitor’s Booth Orders (Non-Billable): {John and Jane Doe} staff the visitor’s booth on Sabbath mornings and have a small stack of “Steps to Christ” for people to take. {Name} will call you for one or two cases at a time. Post requests to the Literature Inventory Log to track literature inventory usage.

Try to deliver this order with other church orders to {Name}. Leave the cases at {Name} church office for {Name} to pick up or {Name} can arrange to meet you at the storage area. A Delivery Slip is signed by the person receiving delivery for the Visitor’s Booth. Give the signed Delivery Slip to the Literature Storage Manager to show delivery of the requested literature for the purpose to track literature inventory usage. There is to be “No Charge” when the local church budget financially contributes to Literature Ministry.

f. IIW Lesson #1 and Discover lessons (Non-Billable): Committee members and other church members may request these lessons at “No Charge” by LMC authorization. Post requests to the Literature Inventory Log to help track literature inventory usage.

6. Maintain the professional appearance of the Literature Storage facility at all times. You never know when someone will show up with a key dignitary or visitor.

7. Mentor the Site Coordinators.

a. Each Sunday, emphasize to the Coordinators and Distributors how important they are and that the Holy Spirit may prompt them to pray with someone or ask, “Would you like to know more about the Bible and Jesus.

b. Ask if they have any questions or suggestions to improve LM etc.

c. Ask the Communications Director to write a quarterly letter to all Site Coordinators and Site Distributors that: expresses appreciation to them as seed sowers for the Kingdom of God; reports the number of weekly Bible Studies, baptisms and expansion plans etc.,

d. Also, this letter can be used to communicate tips that will help them pray and express empathy for the person God may bring to them while refilling their literature carousel or single rack.

e. Occasionally use letters to remind them of the necessity to avoid empty literature carousel and rack pockets and to report who will cover their Distributor schedule when unavailable.

END



ENCLOSURE II

BIBLE STUDY MANAGER

Job Description - Oversee and manage the Bible Study Ministry: forward Bible Study requests to Bible Study Directors or to a Bible Study Correspondence School; oversee the Literature Ministry’s VOP online database; ensure the vetting of Bible Instructors via the Church Business Office and report monthly to the LMC.

Purpose - To ensure the timely follow-up of Bible Study lesson requests and student lesson progress.

Report to - The Literature Ministry Committee


The Bible Study Manager will:

1. Oversee and manage the Bible Study Ministry team of a Bible Study Instructor Coordinator and two Bible Lesson Instructors. A Bible Study Director and an Area Bible Study Coordinator are added to the team when multiple areas are involved.

2. Arrange with the IIW or VOP Representative for the training of Bible Instructors, as needed, to learn how to use and teach their respective Lesson Study Guides.

3. Collaborate with the VOP and LM’s database Administrator to create a VOP Discovery Bible School online student database.

4. Arrange with the VOP for Bible Study team members to be taught how to use the VOP Discovery Bible School online student database, or contact the LM Database Administrator about how to use the Tutorial training module. FYI - VOP’s main phone number is 970.622.2999.

5. Verify IIW and VOP enrollment card information in the online VOP database.

6. Create a backup of the VOP database’s Bible Study Student List on an Excel spreadsheet or delegate this task. Databases rarely crash, but they can!

7. Give the IIW and VOP enrollment cards to the Bible Instructor Coordinator assigned for follow up.

a. Verify the student has been assigned to a Bible Lesson Instructor.

b. In the case of an out-of-area zip code enrollment request forward the request to the VOP Bible Correspondence School.

8. Verify Bible Instructor Coordinators and Bible Lesson Instructors have been vetted per Conference policy.

9. Instruct the Bible Instructor Coordinators to have their assigned Bible Lesson Instructors update each student’s database record when a Bible Study lesson guide is taught or delivered to a student. This records the student’s lesson progress.

10. Emphasize to Bible Instructor Coordinators the importance of having Bible Lesson Instructors develop a friendship with the person who has requested Bible Study lessons before asking a person to study the Bible. The goal is to make the first visit within 48 hours and to become mentor, teacher and friend to the student as they progress through the lessons.

11. Suggest to the Bible Instructor Coordinators that they keep a reserve of IIW and VOP Study Guides, NKJV Bibles and other reading materials on hand to support unexpected requests from a Bible Lesson Instructor.

12. Keep in touch with the Bible Instructor Coordinators and Bible Lesson Instructors. Enhance fellowship with a shop talk meetings in addition to sharing ideas and tips by email.

13. Report monthly to the Literature Ministry Committee the number of active Bible Studies, stories of interest and any decisions for baptism.

14. Collaborate with the Bible Instructor Coordinator to manage and mentor the Area Bible Instructor Coordinators for Area Cities, if applicable.

Bible Instructor Coordinators for Area Cities

Area #1 City Coordinator: {Name}

City A, City B, City C, City D, City E, City F, City G

Area #2 City Coordinator: {Name}

City A, City B, City C, City D, City E

END 



ENCLOSURE III

BIBLE STUDY DIRECTOR

Job Description - When applicable, oversee and manage Area Bible Study Coordinators and Bible Lesson Instructors; arrange training for Coordinators and Instructors in the use of the online VOP database to record student lesson progress; and to report monthly to the Bible Study Manager.

Purpose - To ensure Bible Study Coordinators and Lesson Instructors have the necessary guidance and training to conduct in-home Bible studies.

Report to - The Bible Study Manager.


The Literature Ministry Committee (LMC) appoints the Bible Study Director to report to the Bible Study Manager.

The Bible Study Director:

1. Check with the Bible Study Manger to verify all Bible Lesson Instructors have been vetted for personal face-to-face ministry per Conference policy.

2. Receive the IIW and VOP IIW Lesson #1 requests and enrollment cards to enroll in a series of lessons. IIW and VOP lesson #1 and enrollment cards are pre-printed with the local church’s Codes. (See Appendix II).

3. Keep a master list of all Bible student lesson request information before giving the original enrollment request document to a Bible Lesson Instructor team. A photocopy of the enrollment request ensures all requests for Bible Studies can be followed up even if the original request document goes missing.

a. Use an Excel spreadsheet as an alternate way to document a Bible student’s information and lesson progress if the local church is not registered with the VOP as a Discover Bible School.

4. Assign and instruct the Bible Lesson Instructor(s) to endeavor ASAP to make the first contact with the Bible Study student with the original request in hand. The purpose is to get acquainted in a warm and friendly manner; encourage the student to express appreciation of our Bible Study Ministry and be willing to complete the Bible Study course of 25 (IIW) or 26 (VOP) studies.

a. If the student commits to complete the lessons, then determine the best time for the first in-home Bible study. Have the first lesson or two ready to give to the student. Goal: set up study appointments not less than twice a month.

b. The Bible Lesson Instructors should pray with the student that God will bless their time together as they study the Bible and that the Holy Spirit will warm their hearts as they learn about Jesus.

5. Review or train the Bible Lesson Instructors how to access and update the Bible Lesson Student’s VOP database file before the first visit. VOP will provide training upon request.

6. Keep a record of scheduled Bible study appointments and check within 24 hours of a Bible study appointment to see if the Bible Lesson Instructors have updated the student’s VOP database file.

a. Call the Bible Lesson Instructors to find out how the Bible study was received and answer any questions or requests for support. Ask what the study appointment arrangement is: 1 lesson/week; 2 lessons/month . . .

7. As the student nears completion of the Bible lesson study series encourage Instructors to ask if the student has a desire to be baptized. If the Bible Lesson Instructors prefer they may want to introduce the Pastor who will make the inquiry.

8. Arrange for the student to be baptized and arrange for a spiritual mentor to be assigned from the local church at the welcoming of the student into fellowship.

9. Report Bible Study activity monthly to the Literature Ministry Committee.

END



ENCLOSURE IV

ALL SITES COORDINATOR

Job Description - If applicable, oversee and manage several Site Literature Coordinators; recruit and train new Site Coordinators and Distributors; collaborate with the Literature Storage Manager to generate new literature orders; forward Site Coordinator Summary Reports to the LM Treasurer for invoicing purposes; report monthly to the LMC.

Purpose - Optimize the quality operation of all LM Sites.

Report to - The Literature Ministry Committee.


The All Sites Coordinator is appointed by the LMC to oversee and manage all of the Site Coordinators. If an Adventist hospital and associated professional clinics or a university are not in your ministry area, then it’s not likely an All Sites Coordinator is needed. In this case the Site Coordinator takes on the responsibilities of an All Sites Coordinator. (See Enclosure IV and V).

The All Sites Coordinator will:

1. Serve as the liaison to various Site Literature Ministry partners.

2. Recruit and train new Literature Ministry Coordinators and Distributors in the performance of their job description.

3. Assess for types and numbers of volunteers needed for each literature Site location. Consult with the Expansion Manager.

4. Work with the Expansion Manager to recruit and train personnel for the start-up of NEW Literature and Bible Study Ministries.

5. Be able to train the following LM volunteers.

a. All Sites Coordinator

b. Site Coordinator

c. Site Distributor

d. Site Manager

e. Literature Storage Manage

6. Generate a NEW Distributor Refill Form /Count Sheet each month and distribute it by email to the Site Coordinators who forward it to the Site Distributors.

(See Exhibit VII).

7. Request the monthly Site Coordinator’s Summary Report from the Site Coordinators. Check them for accuracy, then send them to the LM Treasurer who collaborates with the Church Business Office to prepare and issue Site invoices. Use this report to help monitor the Literature Storage inventory usage rate.

8. Present a monthly All Sites Coordinator Summary Report to the LMC based on all of the Site Coordinator Summary Reports. (See Exhibit VIII).

a. The Site Distributor reports usage to the Site Coordinator who combines all Distributor Reports in the Site Coordinator’s Summary Report to the LM Treasurer and the Literature Ministry Committee.

b. When there are multiple Site Coordinators, they send their Summary Reports to the All Sites Coordinator who combines those reports in the All Sites Summary Report to the LM Treasurer and the Literature Ministry Committee.

9. Oversee the Site Coordinator’s literature inventory and literature request orders.

a. Train Site Coordinators how to submit literature request orders to the Literature Storage Manager and take delivery.

b. Facilitate the delivery of these orders if needed.

10. Work with the Bible Study Manager to request Bible Study Lesson Instructor training sessions conducted by the “It Is Written” or VOP representatives for their respective Bible Study Guide series.

11. Create a pool of Bible Instructors from participating area churches, if applicable.

12. Read the Site Authorization Agreement with each authorizing Literature Ministry partner to know the points of contact. (See Exhibit III). The Expansion Manager or Chairperson can authorize a copy of a Site Agreement on a need to know basis.

13. Keep a clean storeroom or storage area.

14. Monitor inventory to AVOID BEING OUT OF STOCK!!!!

END



ENCLOSURE V

SITE COORDINATOR

Job Description - Oversee, recruit and train new Site Literature Distributors to keep assigned carousels filled with literature and to be prepared for personal ministry at carousels; set up the literature storage area and manage its inventory; and submit a monthly Site report to the LM Treasurer, the LMC and to the All Sites Coordinator if applicable.

Purpose - Ensure the attractive appearance of literature carousels and that Site Distributors are prepared to give caring support to people at carousels.

Report to - The LM Treasurer, the LMC or to the All Sites Coordinator if applicable.


The Site Coordinator reports to the LM Treasurer and the LMC or to the All Sites Coordinator when there are several Site Coordinators.

Prior to a Site’s authorized start date, the Site Coordinator participates in an orientation session that teaches and demonstrates how to perform their responsibilities of a Site Coordinator.

The Site Coordinators:

1. Coordinate and train Site Distributors how to keep literature carousels filled with literature, do personal work with people, remove unauthorized materials from the literature carousel, and maintain the neat and professional appearance of the carousel area.

2. Set up the inventory storage area and manage its literature inventory. (See Appendix VII and VIII).

3. Show the Literature Distributors where the literature inventory for refilling carousels is stored. The Security Officer on duty will provide access to the literature storage area upon request by calling the cell phone number provided by Site Security.

4. Explain and demonstrate to the Distributors the art of displaying literature in a carousel. (See Appendix IX).

5. Explain and demonstrate to Literature Distributors how to use the Refill Count Sheet to record quantities of Signs magazines, small books and Bible Study Lesson Guides displayed in a literature carousel. (See Exhibit VII).

6. Explain how the Refill Count Sheet at the end of the month is populated with the Count Sheet Worksheet data and is renamed as the monthly Site Distributor’s Report which is sent as an ‘Attachment’ to the Site Coordinator. The email’s subject line reads, “Site Distributor’s Report for “MONTH YEAR.”

7. Generate and send a NEW Refill Count Sheet as an email attachment to the Distributors before the start of the next service month. The new Refill Count Sheet discloses the new scheduled service dates. (The All Sites Coordinator generates the NEW Count Sheet when multiple Site Coordinators report to the All Sites Coordinator.)

8. Submit a monthly Site Coordinator Summary Report to the LM Treasurer OR to the All Sites Coordinator when multiple Site Coordinators report to the All Sites Coordinator.

9. Schedule regular face-to-face meetings with the Distributors to keep them informed about Literature Ministry expansion, how to care and love people at carousels and racks, and to enhance literature ministry’s importance by sharing experiences, questions and suggestions that improve literature ministry. Be sure to share interesting Literature Ministry experiences with the local church family.

10. During the first start-up month the literature carousel racks should be checked daily until such time it is determined there is very little risk that a literature pocket will become empty during a day. AVOID AN EMPTY LITERATURE CAROUSEL OR RACK POCKET IF POSSIBLE!!!

11. Notify the Literature Distributors and the Site Business Office who the alternate point of contact is during the absence of the Site Coordinator. This is how we proactively address “unexpected” issues in a timely manner.

12. Remember to pray always that Jesus will bless you as you faithfully carry out your literature ministry, a ministry that sows Gospel seeds the Holy Spirit nurtures then save souls for eternal fellowship with Jesus.

END



ENCLOSURE VI

SITE DISTRIBUTOR

Job Description - Pray that the Holy Spirit will lead you to the person who needs a caring conversation and/or prayer; refill assigned Literature Ministry carousels and racks; maintain their attractive appearance and report literature usage on the monthly Site Distributor’s Report to the Site Coordinator.

Purpose - Support the Holy Spirit who nurtures and prompts people to know Jesus and to have a better life here and now.

Report to - The Site Coordinator.


Literature and Bible Study Ministry is a collaborative effort with the Holy Spirit, the (Church’s Name) Literature Ministry volunteers, Site organization partners, independent outreach ministries, business and health professionals in the community.

Literature Ministry Site Distributors are on the front lines witness the Holy Spirit at work prompting thousands of people to take literature and enroll in an IIW or VOP Bible study offer. When prompted by the Holy Spirit Distributors offer words of encouragement, prayers for health and blessing to know Jesus, and invite them to be part of God’s family.

Site Distributors:

1. Report to the Site Coordinator and ensure the literature carousels have an attractive professional appearance and are always filled with literature.

2. Participate in a Literature Ministry orientation session prior to a Site Team Authorization start date. Session Instructors will teach and demonstrate how to perform the Site Distributor’s responsibilities.

3. Request clarification and training from an experienced Site Coordinator.

4. Learn how to:

a. Strategically display literature. (See Appendices VIII and IX).

b. Display the literature listed by the current month’s Refill Count Sheet (Exhibit VII) received from the Site Coordinator by email.

c. Record refill literature quantities on the Refill Count Sheet. A copy of the Count Sheet serves as a Worksheet.

d. Create and submit the Distributor’s Monthly Report from the Worksheet data. Input the Worksheet data by computer keyboard to the Refill Count Sheet Excel file. Then rename it as the Distributor’s Monthly Report. (See Enclosures VI and VII; Exhibits VII and VIII).

e. Access the Site’s literature inventory storage location by calling the Security Officer on duty. Request this cell number from Security at the start date.

5. Take a moment to STOP AND PRAY upon arrival at the LM Site. Pray that God will bless you, your local church and the Literature Ministry team members. Fervently pray that the individuals who read the literature and/or request Bible studies will come to know Jesus for eternity.

Pray that God will love someone through you today! Pray that the Holy Spirit will prepare you to be aware of His prompting to speak or pray a word of comfort, health and God’s love for them. Expect the Holy Spirit to prompt you to ask, “Do you sometimes wish you could know Jesus or the Bible better?”

This question significantly increases the number of people who will respond to the invitation to enroll in the IIW Bible Study series that begins with lesson #1, “Can God Be Trusted?” or the VOP Discover Bible study series.

6. Write a brief story about any Holy Spirit prompted conversations or experiences you may have had with people at a literature carousel. Email it to the Site Coordinator who will share it with the local Church family and the Literature Ministry Committee.

7. Check literature carousel daily during the start-up month to ensure the availability of literature. Do this until it is determined there is very little risk that a literature pocket will become empty during a day.

8. Arrange for another Distributor to cover the scheduled service dates in your absence. Notify the Site Coordinator of this arrangement. Be sure to notify the Site Business Office who the temporary point of contact is in your absence so that an “unexpected” issue can be addressed in a timely manner. This would not be necessary if the Site Coordinator covers the scheduled service dates.

9. Ask questions and submit suggestions about how to improve the literature ministry to the Site Coordinator.

10. Remember to pray always that Jesus will bless you as you faithfully carry out your literature ministry.

END



ENCLOSURE VII

DISTRIBUTOR REFILL COUNT SHEET INSTRUCTIONS

Description - To instruct Site Distributors how to use the Refill Count Sheet as a Worksheet and Site Distributor Report.

Purpose - Clarify the dual purpose use of the Refill Count Sheet.


The Refill Count Sheet is a dual purpose form. It is used as a Worksheet (See Exhibit VII) to informally record literature usage counts by handwritten entry on the form. When the Worksheet usage counts are recorded by computer keyboard entry to the Refill Count Sheet, the file name is renamed as “Site Distributor Report for Month Year” (Exhibit VIII). It is sent to the Site Coordinator within a day of the reporting month’s last scheduled service date.

To use the Refill Count Sheet:

1. Start with a copy of the current Refill Count Sheet sent from the Site Coordinator to Site Distributors and label it as a “Worksheet”.

2. Record by hand on the Worksheet’s scheduled service dates the estimated replacement quantities or the actual count for topics that need more literature. This is a time saving approach for some Distributors.

3. Take this worksheet to the literature inventory location. Find the shelf location of topics that need mote literature. Retrieve the estimated quantities needed. Return to the literature carousel or rack and refill the respective carousel pockets.

4. At the end of the month the Distributor will UNHIDE any hidden columns of the Count Sheet. Then enter by keyboard the Worksheet’s handwritten quantities to the current month’s Refill Count Sheet, then do a SAVE AS operation to RENAME it as the Site Distributor Report and email it to the Site Coordinator. (See Enclosure VI and VII)I; Exhibit VII and VIII).

5. KEEP LARGE SIGNS POCKETS FULL AT ALL TIMES, NO EXCEPTIONS!

HELPFUL TIPS:

1. Use the Worksheet margin to write in pencil any estimated quantities next to the carousel side pockets: A1, A2, A3, A4, A5, A6, A7 and similarly for Sides B, C and D.

2. Each inventory shelf corresponds to a side of the Literature Carousel. Each literature topic shelf space location from left to right correspond to an alpha-numeric literature carousel pocket: A1 . . . A7; B1 . . . B7; C1 . . . C7; D1 . . . D7.

3. The Refill Count Sheet is easier to use as a worksheet, if the HIDE function is used to HIDE the last half of the month’s service date columns before SAVING then printing the file. The result is a Worksheet for the first half of the month on one sheet of paper.

To create a worksheet for the last half of the month, UNHIDE the last half the service date columns. Then HIDE the service date columns for the first half of the month. Then print the file. The result is a Worksheet for the last half of the month on one sheet of paper.

ATTENTION DISTRIBUTORS!

1. Refill Count Sheet quantities should not include the literature Distributors carry as portable inventory to refill the literature carousels. Some Distributors carry additional quantities of the most popular literature in their car to reduce the number of trips to the primary literature storage location.

2. Carousel literature is not for personal or local church missionary use. Remind church members if they take literature from literature carousels or racks they are taking literature that a Site organization has purchased.

3. Write quantity numbers legibly on the Distributor Report if you do not have a computer. If the Site Coordinator misinterprets a number on the Distributor Report then the result will be inaccurate reporting to the Literature Ministry Committee, to the LM Treasurer and ultimately an incorrect invoice to a Site organization’s Business Office.

4. Be extremely careful to record quantities accurately after filling each literature pocket. Fill one pocket, then stop and record the quantity on the Worksheet. Do the same for each pocket.

END



ENCLOSURE VIII

SITE MANAGER

Job Description - If applicable, oversee, manage and mentor a nearby literature ministry team location and report monthly to the Literature Ministry Committee.

Purpose - Serve as liaison to the Site Administrator and ensure the LM team has the necessary guidance and training to serve with the Holy Spirit.

Report to - The Literature Ministry Committee.


The (Church’s Name) Literature Ministry Committee appoints the Site Manager to oversee and manage the Literature Ministry team at [name, location].

The Site Manager will:

1. Oversee and manage the literature ministry site team of volunteers in the performance of their responsibilities. Site Team volunteers include a Site Manager, a Site Coordinator, Site Distributors, and Bible Study Lesson Instructors.

2. Train the Site Coordinator and Site Distributors how to perform their job description responsibilities. (See Enclosures V and VI).

3. Arrange with the Bible Study Manager for Bible Study Lesson Instructor training offered and conducted by the It Is Written and VOP representatives.

4. Collaborate with the LMC Expansion Manager, the Bible Studies Manager and the local Church Pastors in the effort to recruit and train literature ministry Site Team volunteers.

5. Collaborate with the Expansion Manager to establish the new Literature Ministry Site based on the requisites of a bilaterally signed Site Authorization Agreement. (See Exhibit III).

6. Request a copy of the executed Site Authorization Agreement from the Expansion Manager or the LM Treasurer.

7. Generate and send a monthly Site Manager Report to the Literature Ministry Committee and to the LM Treasurer. It is similar to a Site Coordinator’s Monthly Report. (See Exhibit VIII).

8. Forward the NEW Refill Count Sheet received from the All Sites Coordinator to the Site Coordinator and Distributors. (See Exhibit VII; Enclosures IV and V).

9. Instruct the Site Coordinator to submit the monthly Site Coordinator’s Report by email to the Site Manager and to the LM Treasurer within a day after the month’s last scheduled service date.

10.Collaborate with the Site Coordinator to organize an efficient literature inventory storage location.

11.Collaborate with the Site Coordinator to replenish the Site’s inventory. Submit a Literature Request Orders to the Storage Facility Manager.

12.NOTE: The Storage Facility Manager will notify the Site Manager and Site Coordinator when they can take delivery of the requested literature order at the Storage Facility or arrange a mutually accepted date to take delivery.

END



ENCLOSURE IX

LM TREASURER — CHURCH BUSINESS OFFICE

Job Description - The LM Treasurer and Church’s Business Office collaborate to account for LM income and expenses related to Purchase Orders, invoicing LM sites; paying vendor bills;-up Accounts Receivable (A/R) follow-up and submitting a monthly Financial Report to the LMC.

Purpose - Provide reasonable financial accountability for the Literature and Bible Study Ministry, aka Literature Ministry (LM).

Report to - The Literature Ministry Committee.


Literature Ministry is self-funded by LM Site partner reimbursements, independent business and health outreach ministries and local church donations. LM funds are carried on the books as a separate account by the local Church Business Office.

REQUISITES FOR FINANCIAL ACCOUNTABILITY

The financial accountability of the LMC is a collaborative effort of the LM Treasurer and the Church Business Office based on the use of generally accepted accounting practices.

This procedure recognizes that there is a range of accounting skills among Literature Ministry volunteers. Each local church and Literature Ministry Committee will need to determine who does what and who needs mentoring in order to manage the financial activities of a Literature Ministry.

The LMC must rely on the local church to have an accounting system that can set up a LM account to handle its income and approved paid expenses. The accounting system needs to be able to assign invoice numbers by which to track invoice payments, especially unpaid invoices that are overdue, and to identify Accounts Receivable (A/R) at 30, 60 and beyond 90 days. This capability helps the LMC to assess LM’s ability to buy and pay for literature and to implement a strategic plan. (See Exhibit XI).

As directed by the LMC, generally accepted accounting practices shall be used to: order literature; make purchases; issue invoices; pay vendors; analyze and resolve occasional financial issues.

THE LITERATURE MINISTRY TREASURER will:

1. Verify the accuracy of the All Sites Coordinator’s Summary Report.

2. Prepare Site invoices for each reporting authorized LM Site.

3. Email draft invoices to the Church Business Office for entry in the local church’s accounting system at which time an invoice is given an invoice number.

4. Approve final invoices to be emailed by the Church Treasurer.

5. This same process applies to Purchase Orders for goods and services.

6. Receive Church Business Office LM Financial Activity Reports.

7. Determine Accounts Receivable (A/R): 30, 60, >90 days.

8. Approve payments by the Church Business Office to vendors per PO’s issued.

9. Approve Church Business Office reimbursement payments for reimbursable expenses supported by an acceptable receipt—paper or digital.

10. Present a monthly Financial Report to the LMC.

THE CHURCH BUSINESS OFFICE will:

1. Receive the LM Treasurer’s draft invoices and check for accuracy.

2. Assign an invoice number to draft invoices upon entry in the church’s accounting system.

3. Get LM Treasurer’s final Site invoice approval.

4. Send an approved Site invoice to the Site Business Office.

5. Copy Site invoices to the LM Treasurer and LM’s All Site’s Coordinator.

6. Receive and deposit Site payments and donations.

7. Credit the Site invoice per its invoice number to the LM account on file.

8. Receive and forward bills to the LM Treasurer for payment approval.

9. Pay vendor bills approved by the LM Treasurer.

10. Forward LM miscellaneous expenses to the LM Treasurer for reimbursement approval when supported by a receipt—paper or digital.

11. Send a monthly LM Financial Activity Report to the LM Treasurer.

CREATE A LITERATURE INVOICE from the Site Coordinator Report’s two additional ranges of cells to the right of the TOTAL column. The 1st range auto-calculates TOTALS by CATEGORY (medium, large Signs magazines and Small Books). The 2nd range duplicates category lists of titles and Total quantities, adds a Unit Cost column and a Total Column that is completed by the LM Treasurer when preparing an invoice for submission to the Church Business Office. (See Exhibit VIII).

END



ENCLOSURE X

EXPANSION MANAGER

Job Description - Recruit new Literature Ministry partners within the local church’s area of influence.

Purpose - Expand Literature Ministry for use by the Holy Spirit.

Report to - The Literature Ministry Committee.


The local Church’s Literature Ministry Committee (LMC) appoints the Expansion Manager, who recruits NEW Literature Ministry locations within the church’s ministry area of influence.

Expanding Literature Ministry is a time consuming process during the normal work week over a period of days or weeks for each Site. Prayer, patient endurance and a kindly professional spirit are the qualities that are the most effective tools the Holy Spirit can use to expand a Literature Ministry.

NEW LITERATURE MINISTRY PARTNERS

The Site Authorization Agreement form (See Exhibit III) serves as a guide to recruit new literature ministry partners and is the formal agreement of what each party agrees to do. It documents the decision-maker’s authorization and is the vehicle for discussing the number of literature carousels and locations etc. The number of locations and size of carousels and racks forecast, the LM personnel and literature needed to support the NEW Literature Ministry site.

When multiple sites of an organization are recruited it is likely there will be concurrent Site authorization efforts. This can result in multiple Board and Site Administrator approvals. Sometimes a Site authorization can take several months to get final approvals.

The first step to final site authorization is to get an appointment with the Board’s Chairperson to make a prospectus presentation and to secure the Chairperson’s buy-in to schedule a presentation to the Board. The Board’s approval is the gateway to approach individual decision makers, usually a Site Administrator, who signs the Site Authorization Agreement. This means another appointment and prospectus presentation cycle with each decision maker!

THE PROSPECTUS

When promoting Literature Ministry to Site decision makers, show them a prospectus in a 3-ring notebook that includes:

1. Color photos of recognized leaders standing around a tall 5 foot literature carousel display and a group photo of the tall and medium carousels and the Plexiglas single display rack filled with literature;

2. Statements of the purpose, vision and mission of Literature Ministry through the local church outreach ministries and the Adventist health and medical professions.

3. The Scriptural references to the Matthew 13 (disciples are to be seed sowers); Matthew 28 (Jesus’ commission to make disciples) and the CM 5 and CM 151 statements that tell us thousands will trace their first convictions to our publications (literature) which are to be spread like the leaves of autumn.

4. The story of the Holy Spirit’s extraordinary activity in your local area or the 2019 story of Literature Ministry in Loma Linda where the Holy Spirit prompted people to take home nearly 200,000 pieces of literature and requests for IIW/VOP Bible Study lessons. Steps to Christ and Bible Answers were the most popular selections.

5. The Site Authorization Agreement Form specifies:

a. Responsibilities of each party, the local Church & Site Administrator.

b. Personnel and their contact information for both parties.

c. The cost and reimbursement process.

d. Authorizing signatures of both parties.

6. Share a literature story related to someone in your family history or someone you know about. Loma Linda Site Administrators are happy to learn that their mission to make mankind whole extends beyond appointments and into their patient’s homes by the Literature and Bible Study Ministry!

CLOSING STATEMENT

We invite you to be a Literature Ministry partner with us to support and witness the Holy Spirit at work in prompting thousands of people to take literature and enroll in an IIW or VOP Bible study offer. The Holy Spirit is spreading literature like the windblown leaves of Autumn through the LM literature carousels and racks of the local church and Adventist health and medical professions. Through literature the Holy Spirit often arouses the first convictions of people to know the Creator God of life who loves them. The Holy Spirit embraces people with His presence in order to heal hearts and enlighten minds with the goodness of a caring and loving God. The lesson we have learned: If we make ourselves available the Holy Spirit will reveal His extraordinary power to distribute literature that sows Gospel seeds and nurtures hearts for the Kingdom of God in our community!

Would you like to partner with us subject to a review of how we can make this happen together? If yes, the Site Authorization Agreement describes what both of us agree to perform.

SITE LITERATURE MINISTRY START UP

Preliminary planning for Site Literature Ministry startup begins with the Expansion Manager and the Literature Ministry Committee generating a first year strategic plan with goals and objectives. A list of Literature Ministry site candidates is part of that plan along with the number of LM team personnel forecast to support the increase in number of LM partners.

When a Site LM candidate is recruited, the assigned LM team is notified that its services are pending a bilaterally signed Site’s Authorization Agreement.

Once the Site Authorization Agreement has been signed the original inked copy is given to the LM Treasurer. A copy is kept by the Expansion Manager and copies sent to the Site Coordinator or All Sites Coordinator) and to the Archive Consultant.

The Expansion Manager and the Site Coordinator arrange with the LM Storage Facility Manager to setup and deliver the types and number of literature carousels and/or racks per the Site Authorization Agreement. Delivery takes place at the LM Storage Facility. The Expansion Manager and Site Coordinator transport the requested carousels and/or racks to the Site’s authorized locations.

The Site Distributors are invited to be present at the time of delivery and dedication of the literature carousel(s) and/or rack(s). If Site Distributors have not been shown where refill literature is stored and how to access it, now is a good time to do this.

Once delivery and set up of literature carousels has occurred the Site Coordinator is responsible for LM services at the new Literature Ministry Site.

The training of the Site Coordinator and Site Distributors per their respective job descriptions shall be done when they are first recruited and reviewed when they are given notice of pending service at a new LM site. (See Enclosures V and VI).

END



ENCLOSURE XI

COMMUNICATIONS AND PR DIRECTOR

Job Description - Communicate the extraordinary activity of Holy Spirit to distribute literature through the literature carousels and racks and affirm the value of Literature Ministry volunteers.

Purpose - To recognize literature ministry as an outreach ministry of the local church to proclaim the Three Angels’ Messages.

Report to - The Literature Ministry Committee.


The Director for Communications and Public Relations is appointed as a member of the Literature Ministry Committee.

The Director for Communications and Public Relations will:

1. Become Familiar with Literature Ministry Job Descriptions of the LMC members, the Literature team of Site Coordinators and Distributors, and the Bible Study team of Coordinators and Instructors.

a. Refer to the other Enclosures and the List of Terms herein to be familiar with Literature Ministry’s Manager Responsibilities.

2. Communicate Literature Ministry is an outreach activity of the local church.

a. Keep the local church family informed about the activities, needs and results of Literature Ministry through church bulletin announcements, inserts and semi-annual power point presentations.

b. Submit newsworthy activities to the Union and NAD magazine.

c. Communications, Internal and external, shall be at the direction and approval of the LMC.

3. Affirm the Purpose, Vision and Mission of LM volunteers.

a. Facilitate Literature Ministry Team Workshops for the Literature Managers, Site Coordinators and Distributors. (April/May)

i. Affirm LM volunteers collaborate with the Holy Spirit to proclaim the Three Angels’ Messages.

ii. Review the Job Descriptions, protocols, lessons learned and recommend changes to job descriptions, procedures and report forms based on consensus.

iii. Facilitate presentations about personal communication skills at carousels: caring conversation starters that reveal concerns and interests of people; appropriate words and prayers in support.

iv. Q and A session.

b. Facilitate Bible Study Team Workshops for the Bible Study Manager, Coordinators and Lesson Instructors. (April/May)

i. Affirm LM volunteers collaborate with the Holy Spirit as part of the Three Angels’ Messages

ii. Review the Job Descriptions, protocols, lessons learned and recommend changes to job descriptions, procedures and report forms based on consensus.

iii. Facilitate presentations of communication skills that develop Christian fellowship: caring conversation that express interest and concern; appropriate words and prayers of support.

iv. Q and A session.

4. Recognize the contributions of LM volunteers.

a. Facilitate recognition of LM Committee contributions. (Collaborate with the Literature Ministry Chairperson.)

i. Prepare and send email letters to Literature Ministry and Bible Study volunteers and other LMC Advisors, Representatives and Special Project leaders. (February and August)

ii. Emphasis: Recognition and appreciation of LM volunteer availability and commitment to partner with the Holy Spirit to distribute literature at an extraordinary rate in these times of social upheaval.

b. Facilitate recognition of LM Team contributions.

(4th week of October - 1st week of November)

Recognize:

i. The extraordinary activity of the Holy Spirit and the contributions of:

ii. LM Team partners

iii. Literature Team Coordinators and Distributors

iv. Bible Study Team Coordinators and Bible Study Lesson Instructors.

v. LMC members.

c. Facilitate regular face-to-face meetings of Managers with LM team members

i. Keep team members informed about Literature Ministry developments.

ii. Reinforce the importance of personal ministry to people.

iii. Enhance literature ministry fellowship by sharing tips and experiences, and inviting questions and suggestions about how to improve literature ministry.

iv. Encourage team members to share LM experiences with the local church family.

END



ENCLOSURE XII

ARCHIVE CUSTODIAN

Job Description - Archive the Official documents (confidential, private and operational) forwarded by the Literature Ministry Committee Secretary. Official documents shall be kept digitally on a separate flash drive and hardcopies in the Custodian’s Notebook; organize the Archive to reflect the category labels from the LMC Minutes and provide copies at the direction of the Literature Ministry Committee.

Purpose - To preserve the Official documents used for the operation and management of the LLUC Literature Ministry.

Reports to - The Literature Ministry Committee


The Archive Custodian is responsible for the custodial care of the Literature Ministry Committee’s Official documents voted and recorded by LMC Minutes. These include but are not limited to LM published Guides, Job Descriptions, Procedures, Forms, Policies, Executive Session minutes and LM documents marked CONFIDENTIAL or PRIVATE.

The LM Secretary shall forward LMC Official documents to the LMC Archive Custodian and shall keep copies of these documents only at the direction of the LMC.

The LMC Information Technology Manager manages the LM database partition of the VOP online database. It contains Bible student and LM volunteer CONFIDENTIAL and PRIVATE information. The LM Database Administrator is authorized by the LMC to use this information only for the purpose of building and administration of the LLUC LMC’s database.

LMC documents are created by the Microsoft Office 2010 Home Edition.

Note:

1. Avoid the use of Adobe Acrobat unless everyone’s version has edit capability.

2. Remind LMC members: ALL documents prepared with Apple computers for use by PC owners should be transmitted as a Word.docx or Excel.xlsx file. Even then print format issues occur and edit fixes are needed before use.

The Archive Custodian will:

1. Archive the official documents that have been approved by vote of the LMC and consequently recorded by the Minutes of the LMC.

a. Ensure official documents on the flash drive and printed copies in the Notebook are the SAME documents and that they have identical Tables of Content. See the TABLES OF CONTENTS below.

b. Every time a revised or updated document is received by email from the LMC Secretary, file it under the appropriate Table of Contents folder of the flash drive, and file a printed copy behind the appropriate Archive Custodian Notebook tab.

c. Relocate superseded documents from the Notebook and the Custodian’s flash drive and file them behind the “Superseded Official Documents” tab or file folder.

2. Keep a printed copy all official LMC documents in a Custodian Notebook and backed up by the Archive Custodian’s flash drive provided by the LMC.

3. Disclose by email to the LMC Chairperson the location of the Archive Custodian Notebook and the Archive Custodian flash drive. Print a copy of the disclosure email and file it behind the Archive Custodian Notebook’s “Miscellaneous” tab.

CUSTODIAN’S TABLES OF CONTENTS

(Custodian Flash Drive and Notebook)

FOLDER/TAB #1: PICTURES—Literature Carousel and Rack

FOLDER/TAB #2: Literature Ministry Guides (Printed copies & Word.docx file

Quick Start Guides: For Churches, Hospitals and Universities

For Business and Health Professionals

Literature Ministry Guide: For Churches, Hospitals and Universities

FOLDER/TAB #3: Rosters: Literature Ministry Committee; LM Volunteers [Vetted] Organization Chart

FOLDER/TAB #4: Minutes: LM Committee and Executive Committee Minutes

FOLDER/TAB #5: Special Projects

FOLDER/TAB #6: Subcommittees (Marketing; Website)

FOLDER/TAB #7: Site Agreements

FOLDER/TAB #8: Confidential Correspondence

FOLDER/TAB #9: Superseded Documents.

DOCUMENT REQUESTS

1. Official documents may be requested by the LMC Chair, a LMC Manager, LM Treasurer or the Pastoral Representative ONLY for the purpose of conducting the business and mission of the Literature and Bible Study Ministry.

2. Requests for documents by a third party to the LMC shall be submitted to the LMC for approval. Authorized copies will be provided as an email attachment unless there is agreement to accommodate special circumstances.

3. Literature Ministry’s financial information documents are CONFIDENTIAL. They are available on a NEED-TO-KNOW basis approved by vote of the LMC.

4. All LMC member personal information kept on file by the local church and the Literature Ministry Archive Custodian SHALL BE MARKED “PRIVATE” which shall be used ONLY for discrete LMC Literature Ministry purposes and shall NOT be shared except for disclosure request documents issued by legal law enforcement courts.

END

List of Terms

This literature carousel has 28 display pockets for literature titles and the IIW and VOP Bible Study enrollment offers. Literature Carousels are capped with a colorful sign that displays the words “Free! Take One” and the logos of the local church LM and the sponsoring organization as applicable.

The Worksheet quantities are entered by computer keypad to a Refill Count Sheet at the end of the month. The end of the month file is renamed as the Distributor’s Report. The Distributor emails this report to the Site Coordinator. (See Enclosure I).