Event Recap 3/3: Make It Work!

Making YourBudget Work

Whether your budget is zero, two hundred, or two thousand… we can all agree that there are times where we need to stretch the budget a bit further.  It may be for a particular event, or the ministry budget as a whole.  Here are some tips to help you make your budget work for you.

  • Our previous article spoke to working with what you have.  You will be surprised what supplies and resources are just laying around in people’s homes and garages.  Often, we just need to ask.  If we do not allow our needs to be known, those who can fulfill those needs have no idea their help is needed. 
  • When budgeting for a large event, created the budget based on half the expected attendance.  For example if you want to have a special speaker banquet for 100 women, at $30 per ticket:  Your budget should be based on 50 women at $30 each, or $1500.  This way you know that your whole event is paid at the moment the 50th woman registers your event is covered.  Any registration above that provides funds that can go into the ministry budget, or for something extra special for the event attendees.  I will often create two budgets for large events. The 1st budget is what I absolutely must have “event budget”, and then the second budget includes my big dreams.  As money becomes available, I’ll start pulling items from the dream budget into the event budget.
  • For smaller events, or low cost events, considering rounding up the registration.  Let’s say you are having an event that costs $8 per woman, round up the registration to $10.  That $2 per person will add up over time and help build up the budget.  But, it also gives an opportunity to stretch the budget further to include scholarships for those who want to attend the event but may not be able to afford it.  Or, a buffer to cover any unexpected costs.
  • Use fundraiser events that don’t require any upfront money… where you can take orders for products.  Or, host events that cost you nothing to set up (like a craft fair, shopping boutique night) and people pay to attend or you get a % of sales.  A local MOPS group set up a fundraiser with a local restaurant where they would get a % of the sales from a set date/time as long as the guests mentioned the MOPS group name.  You can sell Tshirts with the ministry logo/verse, catalog sales, etc.
  • Look for event sponsors to cover costs or provide specific goods/services.   At a mother daughter tea, we had a local nursery set up some gorgeous plants with a bench for taking mom/daughter photos.  They did this for free, and placed a sign off to the side letting the guests know they sponsored the photo spot.
  • Take an offering or find a patron who supports your ministry to offset expenses the budget doesn’t cover.
  • Think ahead.  If you know that you have a Christmas Tea each year, watch for after Christmas sales on décor, plates, etc. that you can use for the next tea.  If you have Mother’s Day luncheon, watch for small favors or even gift baskets that go on clearance after Mother’s Day, and save them up for the next year.   Plan craft days around what items you crafty ladies find in the clearance bins at the local craft stores.
  • Check craigslist, ebay, and other sales sites for items you may need.  Many women will sell off their décor/supplies from their weddings, birthday parties, showers, etc instead of storing them.   I’ve seen everything from centerpieces to table cloths and chair covers.  It’s already themed too, which is great for those of us who are less creative.
  • Don’t forget your ministry is under the church (or other organizations), which means you are tax free!  Bring a copy of your tax free certificate when making ministry purchases, and some stores (like Hobby Lobby) will offer you an additional % off your purchase.
  • If you are ordering a large quantity of supplies, favors, books, etc. make sure to inquire about bulk discounts on single items.  I’ve even had luck calling manufacturers directly and getting items at wholesale prices.  Never hurts to ask!
  • Charge for events, when appropriate.  This may be charging for those using childcare ($2 -$5), charging a small registration ($5) plus bring a dish to share.  Just remember if you are going to charge, then you do not take an offering.
  • You can stretch a budget by sticking to it, if you overspend in one area you will have to make cuts in another.
  • Invest in reusable décor items instead of making new purchases for every event.  Linen table cloths, a simple centerpiece that you can embellish for holidays/themes.  If you have the same event each year (Mother’s Day tea or Christmas Brunch) you can actually save money by purchasing linens vs. renting them.
  • Coordinate with other ministries, perhaps there are items to purchase that can be shared and thus the expense can be shared.  A Women’s Ministry and MOPS ministry could share many staple decorations or supplies.
  • What are items within the church that you can use?  Can you use the copier or laminator?  There may be a stash of décor hidden away from previous years that can be brought back to life!
  • For events outside the church, remember to ask about group discounts.  Usually groups of 20 or more can get discounted rates for conferences, painting nights, and other such events.  If having a ladies night out at a local restaurant, you can often lessen the cost by having a set menu to choose from versus allowing them to order off the menu.

Share your ideas for extending, stretching or creating added funds to your ministry budget.  How do you make it work?

Event Recap – Budgets & Fundraising

 

Would you believe me if I told you we had a great meeting in July on budgets and fundraising?  That we could talk money is good and practical ways, getting in a laugh or two, and even benefitted from those who also had ideas to share in regards to ministry budget?

If you can’t believe it, you should… because it was an amazing meeting.  Thanks to Crossway Publishers, all of our women brought home a sample chapter of Chasing Contentment, and BH Publishing provided beautiful scripture magnets featuring Romans 14:19.  I loved this scripture because it speaks to exactly what we do as a ministry.

Peace.  Unity.  Building up one another.

Over the last few years we have given away some great books to our leaders, and we had a small stash of leftovers.  We used this as an opportunity to let the women grab a title they may have missed in the past.

Over the next few days, we’ll recap the highlights from this training event.

piggybanksWe’re going to begin with identifying some of the most common mistakes we make in regards to budgeting.  These are most common mistakes among ministries that are self funding versus receiving any budget from the church.  It is important to recognize these mistakes, understand why they are considered mistakes; so that we can move forward into the future with a better grasp on the importance tracking our spending.

5 Common Ministry Budget Mistakes:

  1. Failure to Keep Track of Ministry Spending:  If you hope to have a ministry budget in the future, you need to know what you are spending today.  Whether the money comes from a church budget or through donations made by the ministry team, we must keep track of our current spending in order to prepare for future spending.  
  2. Plan Events Without Considering the Budget:  Quite often as we plan events, someone will volunteer to purchase that item and count it as an offering to the church.  This is problematic for several reasons.  First, we can exceed our intended budgets without even realizing it.  Second, we can get too comfortable assuming that others will fill the gaps in our budget needs.  Third, as leaders of a ministry we are called to be good stewards of the funds we have been trusted with.  
  3. Not Reporting Ministry Expenses to Pastor/Finance Committee:  Many Pastors or Finance Committees may be entirely unaware of the cost of running your ministry.  They may not be aware that potluck luncheons still have expenses from childcare, speakers, and to materials distributed.  Just because you have not been given an official budget, or have raised the funds to fill in the gaps, doesn’t mean you don’t need to share these expenses with your overseers.  A quick report on your annual ministry expenses may open up the conversation for a budget or budget increase in the future.  If your spending exceeded the given budget, make sure to include how you filled the funding gap (fundraiser, anonymous patron, etc.).
  4. Assuming that No Budget Means No Money:  Just because you are not given an annual budget doesn’t automatically mean that there are no available funds.  You may be able to make a special request for specific events, purposes.  Additionally, your need may cross over into another budgeted area.  If you were planning a community outreach event, the church may have funds available in their outreach budget that can be funneled toward your event.
  5. Your Ministry Lacks Vision/Direction:  It can be tempting to plan your events month by month, however that is counter productive to budgeting.  Churches budget for an entire year, if you want to be included in the budget there must be a plan for the ministry.  You are more likely to get your ministry budget approved if you have planned for how you are going to spend it.  It is especially important to show that your ministry plans are part of the vision of the church versus working independently.  A planning session for budgeting should include determining the number and types of events you will have over the course of the year and what your anticipated costs are.

On Monday, we are going to dive into the budget topic more specifically.  Be sure to check back in!

What in the Word: Introducing Sheila

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We are really excited to get a start on these on going series, and this is the final introduction of our new contributors.  Sheila Thomas will be joining Trish Jones on our scriptural study series: What in the Word!  Take a moment to get to know Sheila a little better.

Let me begin by saying in my most southern voice, “Hey, Y’all!” Those of you who know me, know that I speak very southern. Even my kids make fun of me. Haha! But that’s okay.

I have been on a journey in life of trying to break free from people “please-itis”. Trust me, it’s a curse! Worrying all the time about what somebody’s thinking of me is 100% bondage. But due to my personality, on top of the fact that I was raised in a pastor’s home, I got a very good dose of that disease! But I digress. Let me formally introduce myself first.

When I was invited to be on the team for the Women’s Ministry Council, I felt very honored. For many years I have loved working with women, so this just felt right. As one of my responsibilities, I have been given the honor of writing monthly for our website. My heart leaped inside about this because another one of my passions is writing. But first let me tell you a little about myself.

I was born in South Carolina while my parents were attending Bible College.  Upon their graduation, they moved to Alabama, where they had been born and raised, for my daddy to pastor a church.  When I was 11 years old, once again we moved. This time to Hobe Sound, Florida for my parents to join the faculty at Hobe Sound Bible College, with my daddy later becoming the pastor of Hobe Sound Bible Church as well. 

After graduating from High School, I went on to earn a BA in Music, majoring in piano, with a minor in voice.  I have spent my adult life as a voice and piano instructor. I also spent many years as church pianist, soloist, choir and praise band director, as well as Director of Women’s Ministry and a mentor with MOPS and the public elementary school.  I have also been the guest speaker and soloist at women’s retreats. Having been a licensed realtor in the state of Florida, I also spent several years in real estate.

I have been married to my husband, Orlan, for 45 years, (Yes, I got married as a baby!) and we have three grown children and ten grandchildren. We homeschooled our children for 12 years. That was such a joy and honor. My family is my utmost fulfillment and pleasure. I LOVED being “Mommy” and adding the title, “Nana”, was over the top fabulous!

Some of my passionate topics to speak on are worship, mothering, friendships among women, personal development/growth, and the journey of deliverance from the bondage of legalism. I look forward to chatting with you here on these and other topics as well.

Lest you think my life sounds perfect, let me assure you that it has NOT been that way at all. I have had my share (and sometimes I felt like I had more than my share) of hard times in life. God has brought me through some very difficult times. Some things I’ve lived to tell about are the early death of my sweet and precious daddy, heart break over close family members and close friends, struggling with chronic health issues, extreme financial difficulties, etc. But God has grown sweeter and sweeter as I have learned to trust His love for me. Learning that He is indeed a good and loving Father as changed my whole life.

So I look forward to sharing some more moments with you here. Until then, have a blessed day. Breathe. Take one moment at a time. Live IN THAT MOMENT! Don’t miss ANYTHING in life. Get out of your comfort zone. Open your eyes and see the beauty. There is much to enjoy!

Love and Blessings,

Sheila Thomas

Leading Ladies Series: Introducing Jenny

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My name is Jenny Andrews (Big Crow), I have heard the saying that to understand a person and what they do you should first understand where they came from and their past so I will start there.

When I was 13 years old growing up on the Pine Ridge Indian Reservation I encountered a heartbreaking situation that gave me the desire to help others. It was in the middle of winter when my family and I drove past an unconscious man on the side of the road. He was in, White Clay, Nebraska a small town next to my reservation that sells mostly alcohol and groceries. I begged my step father and mother to turn around and go back to check on the man. They did and the man seemed frozen. I got out of the car and went to cover him with my coat. I called 911 and they came with an ambulance to rescue this man. The paramedics told me that the man shows signs of hypothermia and that they were grateful I called them. As I stood by the ambulance, and watched them load the man, he stopped and looked me in the eyes with tears, he said, “Thank you! If you didn’t stop I would be dead.” I will never forget that look in the man’s eyes and how I made a difference in his life. At that moment in my life I knew I wanted to help people.

My experiences growing up on the poorest reservation in American exposed me to alcohol, drugs, and violence at a young age which was very challenging. However, in the spring of 2006, I had a personal encounter with the Lord Jesus Christ, which changed me from the inside out, and I knew that I wanted to help people the same way I helped that man so many years ago. Although, I want to help people physically, my uttermost desire is to provide an eternal impact on people’s lives. I begin college and ministry work as a result.

I graduated with my BBA in accounting in hopes that my education will help me make an impact for those around me through my knowledge and gifts of accounting. I am pursued this degree to gain knowledge in business and finance to prepare myself for ministry in nonprofit organizations. Currently, I work part-time at my church as the Financial Administrator. I also trained under a one-year discipleship program that provided me with a solid base of practical and theological training in biblical studies and church planting. Through this program I earned a Certification in Practical Theology which I use to help others grow.

I started a women’s discipleship ministry over 6 years ago that has grown into a great mentoring ministry within our church body.  The ministry had such a profound impact that the men started the ministry as well. I equip women in the ministry to fulfill their callings as disciple-makers and to encourage other women to embrace their callings in discipleship.  This ministry has taught me a lot about myself and others. I do training meeting with other churches who would like to begin a One to One mentoring program in their churches.  

I have taught others to study the bible for over 10 years. I enjoy teaching women how to study the word of God thus a passion to see women grow has been my life calling. I encourage and equip women to study the word so they can see who they are in Christ and rightly divide truth. I love teaching but I also love learning and growing in my relationship with Christ.

 I am a public speaker and use my gifts to bless others with the wisdom and knowledge that the Lord has given me. I spoke on the radio, at conferences and just about anywhere the Lord will open a door for me to use my gift. I also do mission work to Native American reservations across America teaching women and children about Jesus. I desire to see my people be set free in Christ and for them to know they are created for a reason.

The role that is most important to me is being the wife to Neil Sr and the mother to 3 handsome boys, Elijah, Neil Jr and Malachi. I love my family and strive to live godly as a wife and mother.  I am blessed daily to be with my children. They make me proud.

While all of this is great I consistently strive to stay humble because I know where I can from and the brokenness I had before I met Jesus. I am a work in progress but I am Jesus’ work in progress and He is doing a great job at refining me into the woman He has called me to be. It is an ugly process at times and can even make me want to give up some days but He is faithful to me through it all.  My prayer is that over the next few months you will see that I am just your average woman wanting to walk out my faith the best way I know how to. I am looking forward to sharing my heart with you women.