Where are we going with this ministry? VISION STATEMENT CASE

Transcription

1 Finance Commi ee Training Young Life Heartland Region

2 Finance Commi ee Func ons The first step having a vision of where you are going... Where are we going with this ministry? VISION STATMNT CAS

3 Finance Commi ee Func ons A few key ques ons about expenses... XPNSS Have we paid all bills? How do we want to allocate our financial resources? Are expenses coded and approved properly? Are we on target with our budget projections? Have we informed Advocates? Is our area financially healthy

4 Finance Commi ee Func ons A few key ques ons about revenues... RVNUS Have we deposited all receipts? Are revenue projections realisitic? Are we personally inviting major donors to partner with us? Do we have entry level events in which to invite new base donors? Have we followed up with donors? Is our area financially healthy?

5 Financial Cycle The key ques ons all areas need to be discussing... How do we want to allocate our financial resources? BUDGT Are revenue projections realistic? PRIOIRTY PROSPCT LIST GIVING RPORT X P N S S Are expenses coded and approved properly? WORKS PROGRAM TRIAL BALANC RPORT Are we on target with budget projections? RVNU AND XPNS RPORT Have we paid all bills? P-CARD CHCK RQUST RIMBURSMNT Is our area financially healthy? CASH FLOW RPORT Have we deposited all receipts? DONATION CAMP PAYMNT FUND RAISING CASH Are we personally inviting major donors to partner with us? MAJOR DONOR ASKS Do we have entry level events in which to invite new base donors? BANQUT & GOLF OUTING R V N U S Have we informed Advocates? COMMITT RPORT Have we followed-up with donors? THANK YOUS NWSLTTRS

6 Financial Cycle Sample calendar of what needs to happen and when... JAN FB MAR APR MAY JUN JUL AUG SP OCT NOV DC CASH FLOW BUDGT Budget Meeting Submit Budget Submit Budget Revisions Camp Budget (Set the Cost of Camp) WORKS PROGRAM TRIAL BALANC RVNU & XPNS COMMITT RPORT Committee Committee Committee Committee PPL Revise PPL Revise PPL BANQUT Banquet Invitations Banquet Invitations Banquet & Planning Planning Meeting Recruit Table Hosts GOLF OUTING Planning Meeting Recruit Sponsors Recruit Sponsors Golf Outing & Planning MAJOR DONORS Pre-Banquet Asks Pre-Banquet Asks Banquet Major Donor Dinner Year-end Asks Year-end Asks THANK YOU ACTIVITIS Banquet Thank You s Major Donor Dinner Thank you Call-athon Christmas Cards/Gifts NWSLTTR Winter Newsletter Post-Camp Newsletter TRAINING Mission Community Conf. RAFT Training RAFT Training RAFT Training RAFT Training

7 TDS Concepts Knowing your donors... Legacy Donors: 10% Donor and Mission-Wide Impact Vital both locally (Major Donor) and to the Mission of Young Life Asking: In Person, both Local and Mission Leadership Contact Thanking: In Person, Major Donor Dinner, both Local and Mission Leadership Contact Informing: In Person, both Local and Mission Leadership Contact Major Donors: >$1,000 in donations each year Majority of local donations (70% of donations, 30% of donors) Asking: In Person, Local Contact Thanking: In Person, Major Donor Dinner, Local Contact Informing: In Person, Case Vision Statement, Local Contact Base Donors: <$1,000 in donations each year Majority of local donors (70% of donors, 30% of donations) Asking: vents, Mailings Thanking: Written Notes and Call-Athon Informing: Newsletters

8 TDS Concepts Seven ssen als of Taking Donors Seriously... TH PRINCIPAL TH PRACTIC 1. Prayer We not only recognize that it is within God s power to supply all our needs; we also desire God s wisdom and strength to carry out our responsibility in a way that ministers to all our donors. 2. The Case Statement Without a vision, the people perish, and every local area needs a clear understanding of the needs of kids, Young Life s mission and programs and where they believe God is leading them. The Case Statement is best used by committee, staff and those who are going to ask for a gift. It is a presentation tool, not a brochure to be read by donors and prospective donors. However, it is a great foundation for preparing brochures and newsletters. It is a great way for the committee and staff to focus their ministry. It will guide the way they talk about their mission to donors. 3. Leadership Because people give to people, there is a direct relationship between leadership and prospects, especially in working with the 30 percent who have the potential to give 70 percent of the area budget. We also need leadership for small groups, banquet, golf tournament, etc. 4. Priority Prospect List (PPL) To take donors seriously, you have to know who they are. And to know who they are, you need to put them all on a list. Prioritizing prospects is about understanding who they are in terms of interest, financial ability and having the gift of giving. Assembling information on these three criteria enables us to prioritize our prospects be they individuals, churches, foundations or businesses. 5. Cash Flow While it is essential to have enough pledges to meet your banquet needs, it is also essential to be sure that the donations come in before you need to spend the money. Cash Flow allows Young Life areas to project their revenue and expenses for future months. 6. Strategy Strategy boils down to the concepts of efficiency and effectiveness. Is the local committee effectively working with the 30 percent of the donors who can give a large percentage of the budget and efficiently working with the 70 percent of the donors who can give the last 30 percent of the budget? Strategy is working smarter, not harder. 7. Financial Calendar (FMP) Most committees have some kind of plan for fund-raising activities. These activities may not be connected or part of an overall strategy. This kind of plan is based on fund-raising needs rather than on the donors desire and ability to give. We must begin with a strategy based on a Priority Prospect List that will bring prospects together with the Case Statement in the most effective and efficient way:

9 Financial Resources Informa on on available financial online tools... TH TOOL Cash Flow Chart Budget Works Program Trial Balance Report Revenue and xpense Report Priority Prospect List INFORMATION The online cash flow chart can be found on staff resources. ach month your area s actual expenses and revenues are automatically loaded into the table (revenues in cash flow chart must be distributed to specific source each month for better tracking). Budgeted expenses and revenues can be entered by month to give you accurate cash flow projections. Key Committee communication tool. Budget forms are sent to areas the beginning of April. Finance committees need to meet and make key decisions for the upcoming fiscal year in April and May. Since many staff and committee members have limited availability during the summer, budgets must be submitted to the regional office by the end of May, with revisions allowed up until the end of August. New budget takes effect Oct 1. Online banking system from Bank of America allows for staff to make purchases via the P-Card, checks to be written and sent via the Service Center, and reimbursements to staff for vehicle mileage by direct deposit. The Works Program allows for the processing of these requests, including an approval system by the local Treasurer, See P-Card Training on Staff Resources for more details. The details of each month s expenses is contained in the Trial Balance Report. This includes a detailed listing of all purchase card transactions, internal charges with the service center, online check requests, and expense reimbursements. The Trial Balance report also lists deposits of checks and other revenues, including camp payments (revenue numbers should be reconciled each month with the total deposits sent to the service center). A summary report of all revenue and expense categories and lists current balance and Year to Date information. A planning tool that helps areas monitor activity related to their major donors. Giving A detailed report of all donations to the local area.

10 Financial Resources The role and qualifica ons of the local Treasurer... ARA TRASURR The local treasurer will be the owner and manager of the area s Bank of America Works program. They will have access to all Young Life online financial resources including the areas expense and donation records and report to the Committee the financial status of the area on a regular basis. Treasurers should be individuals not related to or in a subordinate role to staff or purchase cardholders. They should have a good working knowledge of the area s budget and how the area is doing against that budget. They should have a basic understanding the area s online cash flow projections. Treasurers should review and understand if larger expenses are reasonable and needed at this time in light of the impact of them on the area s current financial picture. They should have the authority to question expenses. Treasurers need to be available, computer literate and have acceptable internet speed.