Budgeting Event Recap #2 of 3

budgetatzero

Wouldn’t it be lovely if we received an email tomorrow morning from the finance committee that the church was granting our ministries and unlimited budget?  Oh the things we could do, the Kingdom work we could accomplish!  However, that is highly unlikely to happen.  Funds are limited, there are many ministries that need financial support, and plenty of people in need.

What do you do when your budget is zero (or not enough)?

You have a couple of options.

  1. Request a budget.  You can request a flat budget amount from the church, to work within.  Or, you can type up a formal budget request which details your ministry plans and the costs to accomplish those plans.
  2. Request a budget increase.  If you already have a budget to work with, but you need an increase, you must request additional funds by identifying your needs for these additional funds (amount, purpose, etc).
  3. Fundraise the gap.  If you have zero budget from the church, or need an increase, and the Finance Committee doesn’t approve your request you can fundraise the needed funds (or the difference) in order to ensure your ministry plans move forward.

Ministry budgets are one of the reasons why I am personally a fan of having a ministry vision and plan.  You need to know what your ministry is doing, and what the costs will be, in order to request funds from the church.

Start with What You Have

A zero dollar budget may not seem like much to start out with, but you would be surprised by the assets you have in the church.  If you can use the space, tables, chairs… that is a start.  Can your borrow seasonal décor to decorate the tables with?  Can you utilize a woman in the church to share her testimony versus paying a speaker?  Do you really need a sweet little gift to send home with each woman.  Are there women in the church who don’t mind using their gifts to sew table runners for you or craft centerpieces?  What do your women have sitting in their garages and hall closets that could be donated to the ministry?  If you don’t have a plan, you don’t know what you need, and if you don’t know what you need… you will never know what you actually have.

Practical Tip:  Come up with a list of things you need or want for the ministry and post it onto your facebook page (personal, church, or ministry) and see what people have lying around.

Track Measurable Growth

Finance Committees or the Pastors who oversee the budget are charged with being good stewards with the church funds.  Therefore they want to see that the ministry is a value to the church and community and worthy of support.  This means that not only do they need to know what you are spending money on, and how much, but also the why.  Why are you having this event, what is the outcome.  They also want to know the who.  Who is growing from these events.  Are we seeing numerical growth as women transition from guests at events to Sunday morning attendees, and plugging into small groups?  Are we seeing spiritual growth, as the women in the church are being baptized or becoming small group/ministry leaders?

Practical Tip:  At the services following brunches or fellowship events, make sure to have a booth set up for your ministry.  Instruct guests at the event to stop by the booth that weekend if they come to services.  You’ll have a free gift for them.  Whether the gift is a .25 cent scripture bracelet or a $2 devotional booklet, you now have trackable inventory.  You can report to whomever oversees your ministry the number of guests who ended up at services too.  Instruct your small group leaders to inquire our new members found out about their group.

Zero Budget Does Not Equal Zero Money

There may not be enough money in the church budget to create a line on the annual budget for your ministry.  But that doesn’t mean there are no funds available to be used by your ministry.  If you are planning an outreach event, your church may already have a budget for outreach programs you can draw from.  Ask.  If you are hosting an event (like a retreat) and you will be taking payments, but need a down payment… ask.  The church may have available funds to provide the deposit so long as you reimburse the budget once the tickets are sold.  If you already have an approved budget and an unexpected opportunity presents itself, ask.  There may be funds that can be shifted from another area in the budget, or you may be able to receive a special one time increase.

Practical Tip:  If you need a budget to start with, or just additional funds, don’t forget to ask about fundraising.  Can you fundraise?  What restrictions or boundaries are on those fundraisers?  

Thursday, we’ll finish up this recap on our Budgets and Fundraising event with some practical tips on how you can stretch your ministry budget.

Team Series: Taking the Lead

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Taking the Lead, By Gena McCown

I think many of us would love to be apart of a Women’s Ministry Team in which everyone works together as a team, pulling their own weight, making decisions cohesively, and leading in turn with one another as a group effort.  However, I find that as ideal as that may sound… it is very rarely practical.  There are two reasons that have brought me to this conclusion:

  1. Every group needs that one person who can make the hard, final decision.  This is the person who has the tie breaker vote.  The person who can make decisions on behalf of the group when there is not enough time meet and discuss.
  2. As the church and ministry grow, clear distinct roles help avoid chaos and a team of women who have no idea who is responsible for what.

The conclusions came not from reading books on Women’s Ministry, but from years of personal leadership experience.  I’ve been on the “group effort” teams and also on the “structured” teams, and I assure you the latter is the one that works the most effectively and into the long term.

Sometimes, a team may start off small and so the “group effort” style seams to work well.  However, as a ministry grows that becomes less effective and even worse hard to change.  Therefore, I have always recommended that any ministry start off with the future in mind when it comes to their structure.  That doesn’t necessarily mean that you need a team of fifteen titled women when your small church has only 30 women in the whole congregation.  What it does mean is that from the very start everyone on the team understands that they have a specific roll to play that may become more defined and even divided as the ministry grows.

The first position we need to fill is that of the Leader, the head honcho, the decision maker, and the one whom all accountability for the ministry is going to fall upon.  This leader should have the following characteristics:

  • Genuine love and concern for the faith walk of the women in the church.
  • A heart for community outreach and service beyond the walls of the church.
  • Dedication to the church, personal study and prayer life.
  • Good standing with other church leaders.
  • Ability to balance her responsibilities (home, work, ministry).
  • Organized, punctual, detail oriented, able to delegate.
  • Eyes that see the big picture, a mind that dreams Kingdom sized dreams.

A leader stands in the gap between the Church Staff and the Women’s Ministry Team.  She should care about the Church’s vision, and be in communication with the Pastor or Elder that oversees the Women’s Ministry.  As the leader, she will need to understand when to put her own desires for the ministry aside when they do not align with the vision of the Church.   She needs to be able to encourage the team to do the same in a way that is positive and beneficial.

Depending on the size of your ministry, as a leader she may be very hands on.  This leader will be serving on committees and working along side the team in various ways.  She may pick up the slack when volunteers are lacking, or wrangle up more help when needed.  Or, she may be more of a coordinator who has delegated out duties to various team leaders. Her job is to manage those leaders for the end goal. 

The Women’s Ministry Leader should be seeking and developing new team members and even her own eventual replacement.  Her heart should be open to bringing in a diversity of women with varying gifts and experiences, not creating a team of women who are exactly like her.  Discernment will help her find the women, develop their skills, and when to begin giving them more responsibilities. 

Whether she is a volunteer or considered a member of the paid staff, she has the responsibilities of ensuring the ministry is a good steward of their budget.  She will research ministry trends, ideas, and resources to help the long term growth and development of the ministry.  And, she will recognize the responsibility she has taken on for the aiding in the spiritual development of the women in her charge.

As the leader, she should make an effort to get to know her team members more personally so that she can be on the look out for signs of ministry burn out, or when their gifts are not matched the tasks they have been assigned.  She should feel comfortable correcting women on her team, but engaged in equipping these women as leaders.  She sets the tone and the example the rest of the team will follow. 

Your Women’s Ministry Leader is the face of the ministry to the church, and she will be burned with their suggestions, criticisms, opinions, and requests.  Therefore it is imperative that the team members are praying for their leader’s heart and wellbeing. 

If your ministry currently doesn’t have an official leader, prayerfully consider making that decision.  You can do so as a group, taking nominations and letting everyone vote.  You could even ask for a volunteer.  However, I would suggest as a group to come to agreement with the need of a leader.  Writing down names of those who volunteer, and then handing that list to your overseeing Pastor/Elder to make the final decision.  This can eliminate hard feelings among the team members toward each other.

Women’s Ministry Leader, The First Tasks:

  • Talk with your Pastor about the vision for the church, and how the WM can support it.
  • Build your team by assessing spiritual gifts, allow the team input into the WM vision.
  • Finalize your WM Team vision, goals, and action steps to get there.
  • Start developing your future replacement, and encouraging your team members to do the same.

40 Under 40 – Women’s Ministry Leaders

4040camp

WomensMinistry.net has begun a campaign to celebrate 40 Women’s Ministry Leaders under the age of 40, who are making impact in their community and churches through their Women’s Ministry leadership.

Click on the Forty Under 40 image above, and you’ll be taken to the nomination process.