ADMINISTRATION
2009 CHURCH
BUYER’S GUIDE
PREPARED FOR MINISTRY
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EASE ADMINISTRATIVE BURDENS WITH THE RIGHT SOFTWARE SOLUTION. BY WARREN RACHELE
In small churches, where everyone knows everybody else, the process of coordinating volunteers, Sunday school schedules, and the other ministries of the church are handled in whatever method presents itself at the moment, whether that be on paper or in the coordinator’s head. But when the numbers begin to grow beyond the limits of such casual methods, new solutions are needed, or ministry efforts will be hindered. Without proper recordkeeping, important opportunities are lost: a connection is not made; a visitor is not followed up with; a volunteer position goes unfilled; important financial information is not immediately available. Because effective administration complements the pastoral mission of a church, an accumulation of minor hiccups like these interferes with the church’s mission and ministries. Alternate solutions, such as church management software, are necessary.
ACILO / ISTOCKPHOTO
THE RIGHT ENVIRONMENT Church management software (CMS) is a computer program or group of program modules that simplifies and integrates the many administrative functions of the modern church. In general, packages support membership management, financial contributions, general ledger accounting, and scheduling of human and physical resources. Other tools support small-group organization, payroll operations, and a variety of specialized communications options. Every church can benefit from a CMS system, but not all churches will equally benefit. Some church cultures are well prepared for the introduction of computerbased management systems. These congregations are already highly structured, and members are accustomed to formalized, detailed, paper-based procedures for such things as Sunday school check-in and check-out, program registrations, volunteer sign-ups, and more. A computer-based system would be expected in such an environment.
Other bodies are less formal and more familial: services start not so much by the clock but by when everyone arrives; children are sent downstairs to find their way to their classrooms; the offering is an equal mixture of cash and checks. Moving to the formality of a CMS within this type of a congregation could be seen as intrusive. Some might even rebel against the new structure. The effort of installing the software, learning how to operate it, entering the data, and maintaining the system may be too much to handle. The plan for implementing and maintaining the CMS must be clear enough so that it will not overwhelm the other ministries of the church. Ideally, people involved today in administration should form the group considering the software options, rather than having a decision imposed upon them. People are more likely to accept ownership of the change when their involvement is an important component in the decision. It is also crucial to determine upfront who will be responsible for the new program, and what those responsibilities will involve.
CLIENT-BASED SOFTWARE The traditional model of software is a program installed on a single computer or a network server. The church owns or licenses the software, and is responsible for maintaining it on its computer(s) and keeping it updated. Many CMS programs continue to be sold in this fashion. The congregation’s data will be stored within the church and, if properly safeguarded, will be secure from outside view. The administrator is responsible for backing up information against loss, as well as maintaining the hardware and software that support the installation. The administrator must also keep the software current by installing vendorsupplied updates. Operation of the software program does not rely on the availability of an internet connection, although updates and fixes are often delivered through the internet. This is an important consideration for churches that rent space within other facilities, or churches that lack
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ADMINISTRATION broadband access to the internet. Purchasing this type of software can represent a significant expense. When considering the cost, be sure to factor in the expenses of annual technical support and upgrades, if necessary.
INTEGRATED PACKAGES When it comes to pricing client-based CMS products, vendors have taken two approaches: purchase separate components as needed, or purchase a complete package. Package pricing encourages
the user to select an all-in-one integrated program rather than picking and choosing standalone software tools. Integrated packages offer a set of tools that function together and share data between them. This relationship is crucial given the tight link between membership, finances, and activities. The all-in-one approach packages the tools as an integrated whole so the purchaser will gain access to everything with a single purchase. In many cases, the integrated package may turn out to
Define Your Objectives To be sure you are making an appropriate investment in a CMS program, first evaluate and define the objectives you hope to achieve. Here are a few that are likely to apply: Objective #1—Get a better understanding of your congregation. Obtaining and storing extensive personal information is not unique to CMS, but the ease of analyzing the data and creating reports is an extremely valuable benefit. Objective #2—Improve visitor returns and retention. Get a follow-up phone call or visit scheduled as soon as you enter personal and contact information into the CMS. The pastor or church leader can have their schedule automatically updated and receive a notice of the appointment. Objective #3—Get to know your families. You can maintain a more complete picture of each family’s involvement in church life with the volunteer scheduling and attendance functions in most CMS programs. Objective #4—Reduce administrative costs while freeing up staff time for more important activities. A CMS program reduces paperwork, eliminates redundant data entry, and makes it easier to find and report important data. Objective #5—Improve stewardship of financial and other resources. An advanced financial package provides the structure, data, and reporting capabilities needed to fully understand your financial situation, look at different future scenarios, and make better decisions.
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be a better financial value when compared to the purchase of separate modules. With an eye toward the future, an integrated package may also provide tools that are not needed for ministry at this point but useful in the future. Revelations by Icon Systems (iconcmo.com) is an all-in-one solution. With a single-user purchase price of $399 and a multi-user license of $549, Revelations supplies your church with membership, attendance, contributions, and scheduling tools while general ledger accounting is handled via a link to QuickBooks or Quicken. Icon Systems has taken a taskoriented direction with its design. The user sees no members or numbers until a particular task is selected from the menus. This often best mirrors the way people work—one job at a time. PowerChurch Plus (powerchurch.com) updates the integrated design by focusing the user’s attention with a central window called PowerChurch Today. The display puts current birthdays, anniversaries, and other timely information upfront when you start the program. Buttons on this window take you directly to common tools, such as the membership list or the current activities schedule. The data captured by PowerChurch has a very appropriate feel—not too much and not too little—and it does so within an easy-to-navigate interface. This integrated tool is priced at $595 and includes fully featured membership, attendance, accounting, contribution, and scheduling tools, as well as a unique recordkeeping module that tracks your music library, education library, church equipment, and even the pastor’s sermons.
MODULAR SYSTEMS The modular approach allows churches to choose only those modules they find beneficial. This brings a cost savings in many instances, and allows for the easy transition to an expanded set of tools in the future. An associated option, specifically with regard to church finances, is found in the integration of some of the CMS packages with external financial software such as Quicken or QuickBooks that may already be in use in the church. The investment made in setting up the accounts and
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ADMINISTRATION the hours of data entry in the financial software are not lost if a CMS is brought in as a non-financial database. One benefit of the modular approach is cost. When budgets are tight, start with a single module, such as the membership core, and expand later as finances allow. The need for certain modules may never arise. For example, a small church with a single paid pastor may never see the need for a payroll component, making an integrated package a questionable investment. CDM+ by Suran Systems (suran.com) is one example of a modular program, allowing you to purchase according to your needs. Begin the installation with just the membership and attendance core ($165, or $295 for the upgraded Pro version). Suran discounts multiple purchases, so purchasing member, contribution, and accounting modules together costs only $695. CDM+ modules are integrated by a dashboard window, but the feeling is one of using separate applications rather than a cohesive whole. A lot of congregant data is collected, but many times, multiple steps are necessary to accomplish a simple task, such as adding a member.
WEB-BASED SOFTWARE Web-based CMS products follow the software-as-a-service model that is becoming more common in a connected world. In this model, the user does not purchase the software, but instead contracts for its use. A monthly or annual fee is paid for remote access to the software via the internet. The software provider maintains the congregational data on its servers. The product may be browser based, enabling the user to access the software from any computer with a web browser, or it may use a small piece of client software to enable access. Though it constrains the broad access afforded by browser-based products, client-enabled access has the advantage of doing away with the problems inherent in working with various browsers and their myriad configurations. Besides the accessibility benefits, a number of other practical advantages come with this format. No installation or setup is necessary (apart from a possible
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Web-based products take advantage of remote communication capabilities of the internet to make church work more flexible. client), reducing the technical demands on church staff. In addition, software will always be the latest version, with all updates and fixes installed transparently by the developer. Church data will be stored on the vendor’s server and backed up on a regular basis. Church members may be rightfully concerned about their financial and personal information being stored outside of the church’s control. To allay this fear, the CMS vendor evaluation should include an extensive inquiry into the security and maintenance measures used by the vendor to ensure the security of this sensitive data. ACS Technologies (acstechnologies .com) makes the transition from the desktop versions of its People and Financial Suites to a hosted environment simple by offering its OnDemand service for the delivery of its CMS solutions. Current users of ACS’s broad range of software are immediately productive because the web-based applications are hosted versions of their desktop tools, the only difference being increased data security and better accessibility for staff and volunteer workers. AccessACS extends the web-based offerings into the area of community building, adding small group, volunteer, and resource management to the mix, and enabling individual church members with access to their own records. To alleviate the concern that webhosted products are intended for larger churches only, ACS offers a wide variety of module and user configurations that range in price from $149 to $1,999 per month. Church Community Builder (churchcommunitybuilder.com) has taken CMS
design past its initial record-keeping designs and into the realm of social networking and community building. This subscription product offers the expected membership management, scheduling, and contribution components but goes much further in enabling community cohesion. CCB takes advantage of the electronic community paradigm prevalent online today as seen in the immense popularity of Facebook and MySpace and places it into a church fellowship context. Church Community Builder gives a younger church, whose members are accustomed to communicating electronically through one of these portals, a way of structuring its church-oriented interactions in a safe and secure environment. Web-based products such as these take advantage of remote communication capabilities of the internet to make church work more flexible. As an example, volunteers and staff with appropriate security clearance can work from their homes at any hour of the day or night, encouraging participation from those who were previously hesitant to commit to being at the church office for specific hours.
SOLUTIONS FOR SMALL CHURCHES When you run a CMS program for the first time, it is easy to become overwhelmed with the complexity and the sheer number of options that need to be configured just to get the software to operate. For a church where the pastor and perhaps an administrative assistant may be the entire staff, what options bring automation in a more appropriate size? CCIS Membership 200 (ccissoft ware.com) makes a bid to fill this niche by offering a version of its software that includes just the membership, attendance, and contributions tools for $249. The record capacity is limited to 300 families, as it is targeted to the growing church. The neat and clean design makes quick productivity easy. Rather than attempting to capture every conceivable bit of information about a family and their activities, just the right amount of defined data is managed. The availability of user-defined fields allows
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ADMINISTRATION a pastor or administrator to customize the work process. Church Windows (churchwindows .com) also promotes a growth path for users of its software. The growing church can create a variety of integrated packages costing $375 - $775 with a capacity of 100 families. Church Windows is an attractive counterpart to some of the more dated programs that are available. The interface is quick and clean, and the amount of data tracked for each family and their church activities and contributions will find a good fit for small or growing churches. Especially attractive in this program is the optional scheduling module, as it is both familiar and easy to use after it is set up. Before purchasing software, leaders of a small church should examine their intention not to stay a small church. Will the proposed software keep pace with their growth? Both CCIS Membership 200 and Church Windows offer a seamless upgrade path to the unlimited capacity versions of their respective products
There is not one package or format that fits the need of every possible user. with a transparent transfer of all of the existing data. In addition, modules for other tasks that come with growth can be added as needed.
THE FINAL DECISION The decisions necessary to select a CMS system are not trivial, and the investment in even the smallest system is significant. In addition to the initial investment costs mentioned in this article, be aware that many vendors charge support and update fees on an annual basis that you should include in your operating budget. Depending on you or your staff’s techni-
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cal acuity, you may also need outside technical consultation, especially when the software is operated in a networked environment. Most of the products exhibit a high level of complexity, and a church should probably plan an additional expense for someone on the staff to attend a training session or receive training materials. The membership and contribution components were generally easy enough to use right out of the box, but when the general ledger accounting and scheduling components are installed, significant forethought and planning needs to occur before the system can be put to work. There is much to recommend both locally installed software and web-based applications. Web users will find all of the technical aspects of using the program removed from their purview, and they need only worry about their internet connection and monitoring access to the program. Concerns about the security of putting their identities and financial information on the web need to be addressed, and some vendors offer materials to help in this area. Finally, as mentioned earlier, it is imperative that the church defines the objectives to be met by the use of a church management system. The initial software search will find dozens of vendors of CMS systems, and the clarity of the objective list will significantly narrow the range of choices to be reviewed. Church cultures and venues take new forms each day, and there is not one package or format that fits the need of every possible user. The megachurch may opt for a simplified recordkeeping system because of the number of members and attendees, while the small church may find it easier to collect and use complex records about all of the families in the church. The good news is that in today’s software environment, there is probably an excellent solution for you and your church. Warren Rachele is a freelance writer and book author with a degree in computer science and a master’s degree from Denver Seminary. After a number of years working in the computer field, he is now the pastor of a small but growing church. Send your questions and comments to yceditor@yourchurch.net.
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THE DUAL BLESSING OF STAFF BENEFITS
THE RIGHT PACKAGE SAVES EMPLOYEE TAX DOLLARS AND KEEPS THE CHURCH OUT OF TROUBLE. BY DAN BUSBY
Churches typically offer staff employees a variety of tax-free, tax-deferred benefits. But all too often, churches take too casual an approach to such benefits. They tell employees how much money the church can spend on individual benefits, and ask employees to choose the fringe benefits they want. In other cases, churches do not adequately document benefit plans. Better planning would maximize the tax credits of such benefits for employees. It would also help churches to comply with IRS rules about benefits.
BENEFITS TO INCLUDE Health insurance is a top priority for church staff. Premiums on health insurance are free from income tax and social security tax. Since health plans often cost $5,000 to $10,000 per employee per year, the tax-free benefits for churches can run several thousands of dollars per year. This benefit covers premiums directly paid by a church or reimbursed to employees. Medical expense reimbursement. Coinsurance, deductibles, and other outof-pocket medical expenses for an employee or his/her dependents can be reimbursed under a Medical Expense Reimbursement Plan (MERP). MERPs can be paid by the church or by a reduction of the employee’s salary. If a MERP is funded through salary reduction, excess funds cannot be paid to the employee without causing all of the benefits to be treated as taxable compensation. Likewise, excess money in a church-funded MERP cannot be carried over to the next year without tax implications for the employee. Churches cannot offer MERPs only to their highly compensated employees without violating discrimination regulations. Retirement plans. Most denominations sponsor tax-sheltered annuity plans (403[b] plans), which allow employees to
tuck away as much as 20 percent of their pretax salary (minus housing allowance). The limit can be exceeded by employees who are approaching retirement and need to catch up on savings. Contributions to church-sponsored retirement plans are especially important for pastors because income taxes and social security taxes are deferred. Distributions from these plans generally are designated for the housing- allowance benefit. Therefore, the withdrawals are tax free for social security purposes and may be tax free for federal and state income taxes. Life insurance. Up to $50,000 of group term life insurance can be provided tax free to church employees under a
nondiscriminatory plan. Coverage that exceeds $50,000 is taxable but at very favorable rates. Disability insurance. If a church pays for disability insurance for an employee, the premiums are excluded from the employee’s gross income, but the proceeds must be included. If the employee pays the premiums, disability benefits are not taxable to the employee. Long-term care insurance. If premiums for this are paid by the church or by a church employee and reimbursed by the church, these amounts are tax free. Dependent care. If a church provides childcare or disabled dependent care for children under age 13 to allow the
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ADMINISTRATION employee to work, part of the benefit may be excluded. Check the IRS for specific amounts. Dependent-care plans must comply with nondiscrimination rules. Church-owned vehicles. Although the personal use of a church vehicle is taxable, it is an excellent fringe benefit. The fair market value of personal use must be included in the employee’s gross income unless the employee fully reimburses that money to the church. Loans. Loans to church employees are prohibited by many states. If the church does provide below-market compensation-related loans to employees, compensation for interest might have to be added to the employees’ W-2 forms. There are exceptions to the reporting of additional income for loans of $10,000 or less or for employee relocation. Check with an attorney for more details. Tuition and fee discounts. Employees (plus dependents) of a church-operated school can receive some tax-free tuition and fee discounts. However, these bene-
fits may be viewed as taxable income if they apply to church employees. Check with an attorney for details.
SPECIAL RULES OF BENEFITS Many fringe benefits must be nondiscriminatory in order to qualify for tax-free status. A fringe benefit offered only to a senior pastor and not to other staff employees might violate nondiscrimination rules. Failure to comply with nondiscrimination rules wouldn’t jeopardize the entire fringe benefit plan. Only the highly compensated employees would lose the taxfree benefit.
BENEFITS TO AVOID Charitable contributions deducted from salary. Some employees may ask to have a tithe to church deducted from their salary. The cash position of the church and the employee come out the same, but the tithe is paid and the taxable salary reduced. Pastors don’t have to pay as much self-employment social security
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tax. Other employees and the church pay less withholding taxes and income tax. What could possibly be wrong with such a concept? For openers, the IRS has not approved it. That should be the end of the discussion. Some denominations impose a tithing requirement on ministers. Occasionally a church also requires tithing from lay employees. More commonly, an employee’s giving practices are subject to a cursory review based on the completion of an annual report. An employee is hardly ever dismissed for non-compliance. Only if an employee is required by contract to tithe, the regulation is enforced based on periodic reviews, and employees are dismissed for non-compliance would the pretax treatment of tithes be appropriate. Improper use of fringe-benefit plans. To save money for employees, some churches set up plans that really don’t qualify for tax-free or tax-deferred treatment. Here are some examples of improper plans: * A church sets up a medical-expense reimbursement plan using the salary reduction approach. At year’s end, the church refunds leftover money in the plan to the minister. * A church reimburses the out-of-pocket medical expenses of church employees without written documentation. * A church pays whole–life insurance premiums for a senior pastor. The pastor names his wife as beneficiary. * A church reimburses employees for dependent care under an accountable expense-reimbursement plan. This is an improper mixing of benefits. Each benefit is subject to a specific set of rules. In summary, fringe benefits, properly designed, can offer a tremendous financial advantage to churches and their employees. Poorly designed plans, however, can only get everyone in trouble with the IRS. Dan Busby, CPA, is a speaker, author, consultant with Capin Crouse LLP, and the acting president of the Evangelical Council for Financial Accountability. For more information on this topic, visit YourChurchResources.com and order the Safety Alert download “Insuring Your Church Staff.”
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ADMINISTRATION Lenders and Finance Providers Company
Minimum Amount Financed
Total Financing Provided Years in Business to Churches in 2007
Bank of the West Walnut Creek, CA 800.405.2327 bankofthewest.com/churchlending
$750,000
20+
Christian Community Credit Union San Dimas, CA 800.347.2228 mycccu.com
No minimum
51
Over $119 million.
Church Loans & Investment Trust Amarillo, TX 806.358.1430 churchloans.com
$250,000
59
$40 million
43
Evangelical Christian Credit Union Brea, CA 877.545.0755 eccu.org First Bank– Community First Financial Resources Lake Forest, CA 866.766.2636 cffinancialresources.com
$1,000,000
100+
Good Shepherds Bank Norcross, GA 888.472.7468 goodshepherdsbank.com
No minimum
4
$3 million
Johnson Mortgage Services Cincinnati, OH 513.793.5000 johnsonmortgage.net
$150,000 in the Cincinnati area; $300,000 elsewhere
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$50 million
Security Church Finance, Inc. Houston, TX 800.231.0373 churchbonds.com
$100,000
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$15 million
Strongtower Financial Fresno, CA 800.333.9893 strongtowerfinancial.com
No minimum
50+
West Bay Financial Corp Garden Grove, CA 714.663.0100 westbayfinancialcorp.com
$3,000 for church equipment leases
5
Ziegler Capital Markets Milwaukee, WI 800.797.4272 zieglerloan.com
$1,000,000
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$25 million
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“ ”
…we know that their goals match ours.
DEAN R. MAYEDA, LEAD PASTOR HOPE CHAPEL GATEWAY IN TORRANCE, CALIFORNIA
Tr &+ '*% ,"'& & ! & 3 0( &+"'& & *o/,! 3 Managing Ministry Funds 3 Donation Maximization 3 ,ey and Security
“As a community church, our focus is always beyond the walls of our building. That’s where we live out our mission. We touch people’s lives in offices and parks and across backyard fences. For us, relationship is everything. “Every bank says they want a relationship, but ECCU’s actions have proved it. They said they’d always be there to answer questions, and they are. More importantly, we know that their goals match ours, so the relationship is a true kingdom partnership. “When you’re passionate about ministry, finances can be distracting. Good financial reports from our staff help to reduce that distraction. So does the assurance that our bank knows and understands us. And since moving our accounts to ECCU, our reports have shown an increase in interest every month.” At ECCU, we’ve spent over 40 years developing unique financial solutions for growing churches. For help with managing your ministry’s funds, contact us at www.eccu.org/now, 800.288.4846, or solutions@eccu.org.
Your ministry banking resource.
SM
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ADMINISTRATION Capital Fundraising Consultants Years in Business
Number of Consultants
Cargill Associates Fort Worth, TX 800.433.2233 cargillassociates.com
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15
National Association of Fundraising Executives
Generis Atlanta, GA 800.233.0561 generis.com
19
24
Four consultants with CFREs
IMPAC Services Brentwood, TN 877.595.8005 impacnow.com
9
5
Pastor coaching certifications. Specialist on staff with Master’s Degree in Tax and Estate Planning
Injoy Stewardship Services Duluth, GA 800.333.6509 ext 3243 injoystewardship.com
16
30+
McMichen Development Group Birmingham, AL 205.313.3030 developchurches.com
6
1
M.Div (ordained minister)
RSI Dallas, TX 800.527.6824 rsi.viscern.com
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42
Many consultants have CFRE or Doctoral certifications
Company
Certifications
The Gage Group Dallas–Fort Worth, TX 800.684.4243 thegagegroup.com TLC Ministries Inc. New Castle, IN 800.473.5352 tlcministries.com
18
VanderWyden Church Capital Campaign Consultants, Inc. Amherst, OH 888.245.5826 wydenyourhorizons.com
12
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Member of Christian Leadership Alliance; certified stewardship professionals. 5
Certified fundraising executive; ordained minister
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Few pastors like to ask for money, but nearly every pastor discovers that money is essential to viability and success. Using examples drawn from his experience as Senior Vice President of EQUIP, Doug Carter makes a strong case for stewardship as a vehicle to transform relationships into dynamic partnerships for ministry. John C. Maxwell says... “This book can be a difference maker for your ministry. If you embrace the principles that Doug Carter presents so convincingly, I assure you it will make a lasting impact. Doug truly understands the priority of teaching givers to reflect the giving nature of Christ. I urge you to get the benefit of this important new book.” ISS is pleased to offer you a free copy of this outstanding book. To receive yours— without charge or obligation—visit www.injoystewardship.com/morethan or call us toll-free at 1-800-333-6509. We look forward to hearing from you!
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