Drafting and Presenting an Effective Narrative Budget Jim Newman (Retired) Director of Stewardship...

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Drafting and Drafting and Presenting an Presenting an Effective Narrative Effective Narrative Budget Budget Jim Newman Jim Newman (Retired) Director of Stewardship and (Retired) Director of Stewardship and Financial Development Financial Development Anglican Diocese of Niagara Anglican Diocese of Niagara October 18, 2008 October 18, 2008

Transcript of Drafting and Presenting an Effective Narrative Budget Jim Newman (Retired) Director of Stewardship...

Drafting and Presenting an Drafting and Presenting an Effective Narrative BudgetEffective Narrative Budget

Jim NewmanJim Newman(Retired) Director of Stewardship and Financial (Retired) Director of Stewardship and Financial

DevelopmentDevelopmentAnglican Diocese of NiagaraAnglican Diocese of Niagara

October 18, 2008October 18, 2008

Today’s workshopToday’s workshop

The Impact of a Narrative BudgetThe Impact of a Narrative Budget A very important insightA very important insight Tools and TechniquesTools and Techniques Saving development time and effortSaving development time and effort Telling your storyTelling your story Keeping it Keeping it simmeringsimmering all year long all year long

Inquiry from a RectorInquiry from a Rector

Would I come to a parish meeting to talk Would I come to a parish meeting to talk about doing an every-member about doing an every-member visitation?visitation?

Would I talk about stewardship too?Would I talk about stewardship too?

Some problemsSome problems

At the meeting . . . At the meeting . . .

Body language . . .Body language . . .

Comments . . . Comments . . .

““I don’t want to do an every member I don’t want to do an every member visitation. People will just think I’m visitation. People will just think I’m asking for their money!”asking for their money!”

““Let me show you Let me show you something . . .” something . . .”

It’s a booklet about your parishIt’s a booklet about your parish

It’s called a Narrative BudgetIt’s called a Narrative Budget

If you like it, I’ll show you how you If you like it, I’ll show you how you can modify and improve it . . . easily!can modify and improve it . . . easily!

The impact was amazing!The impact was amazing!

The body language changed The body language changed completely!completely!

Remember that person who said:Remember that person who said:

““I don’t want to do an every member I don’t want to do an every member visitation. People will just think I’m visitation. People will just think I’m asking for their money!”asking for their money!”

parishionersparishioners

She interrupted with:She interrupted with:

““We could take this along when we go on We could take this along when we go on our visits, couldn’t we!” our visits, couldn’t we!”

So what is a Narrative So what is a Narrative Budget?Budget?

the sacred story of the ministry of a parishthe sacred story of the ministry of a parish

One of the most important ways we can One of the most important ways we can effect on-going stewardship educationeffect on-going stewardship education

an essential element in educating your an essential element in educating your congregation about how their money is congregation about how their money is being utilized to support the ministry of being utilized to support the ministry of the parishthe parish

An important insightAn important insight

Donors don’t give their money Donors don’t give their money TOTO the the church… church…

……they give they give THROUGHTHROUGH the church to the church to touch the lives of other peopletouch the lives of other people

Donors will give generously when they Donors will give generously when they feel their money is making a differencefeel their money is making a difference

Churches have a different Churches have a different starting pointstarting point

Our faith calls us to view the Our faith calls us to view the deployment of money much deployment of money much differently than secular institutionsdifferently than secular institutions

The differenceThe difference

A Line Item Budget is an A Line Item Budget is an accountingaccounting tool tool

A Narrative Budget is an A Narrative Budget is an educationaleducational and and visioningvisioning tool tool

We need both but we must be more We need both but we must be more intentional in how we use bothintentional in how we use both

Line item budgetsLine item budgets

do not show how do not show how money is being money is being invested in ministryinvested in ministry

do not show how do not show how volunteer time and volunteer time and talent are impacting talent are impacting parish lifeparish life

Worst of all – they do Worst of all – they do not inspire!not inspire!

PROPERTY ActualPUC (Light, Heat & Water) 7,983.00$ Telephone 821.00$ Insurance 1,620.00$ Maintenance & Supplies 6,854.00$

A Narrative BudgetA Narrative Budget

Clearly shows how money is being Clearly shows how money is being invested in the various components invested in the various components of parish lifeof parish life

Helps donors to re-frame what the Helps donors to re-frame what the parish is all aboutparish is all about

A Narrative BudgetA Narrative Budget

Inspires donors and helps them see Inspires donors and helps them see their donations are really making a their donations are really making a differencedifference

Is a proven tool for increasing Is a proven tool for increasing financial commitment to the ministry financial commitment to the ministry of the parishof the parish

So how does a parish create a So how does a parish create a Narrative Budgeting?Narrative Budgeting?

It looks like a lot of work!It looks like a lot of work!

Every parish has several key Every parish has several key components of ministry . . .components of ministry . . .

Pastoral CarePastoral Care Christian EducationChristian Education Worship and MusicWorship and Music Evangelism and HospitalityEvangelism and Hospitality OutreachOutreach In-reach and Fellowship (Parish Life)In-reach and Fellowship (Parish Life)

All parish expenditures can be All parish expenditures can be allocatedallocated to these six ministries to these six ministries

Pastoral CarePastoral Care Christian EducationChristian Education Worship and MusicWorship and Music Evangelism and HospitalityEvangelism and Hospitality OutreachOutreach In-reach and Fellowship (Parish Life)In-reach and Fellowship (Parish Life)

Notice that Notice that ADMINISTRATIONADMINISTRATION is not a is not a category on this listcategory on this list

Line item budgetLine item budget

PROPERTY ActualPUC (Light, Heat & Water) 7,983.00$ Telephone 821.00$ Insurance 1,620.00$ Maintenance & Supplies 6,854.00$

A Narrative budget allocates A Narrative budget allocates those costs to Ministriesthose costs to Ministries

Actual Outreach WorshipPROPERTYPUC (Light, Heat, & Water) 7,983$ 2,794$ 798$ Telephone 821$ 164$ 164$ Insurance 1,620$ 567$ 162$ Maintenance & Supplies 6,854$ 2,399$ 685$

A Narrative Budget:A Narrative Budget:

Combines allocated costs, ministry Combines allocated costs, ministry descriptions, and future plans descriptions, and future plans

It’s meaningful, motivating, and It’s meaningful, motivating, and inspiringinspiring

Creating a Narrative BudgetCreating a Narrative Budget

There are lots of people in your There are lots of people in your parish who will assist you to parish who will assist you to Allocate costs to ministriesAllocate costs to ministries Develop the spreadsheetDevelop the spreadsheet Create graphsCreate graphs Write descriptive commentsWrite descriptive comments Assemble the narrative budget Assemble the narrative budget

documentdocument

BTW, you can . . . BTW, you can . . .

Download spreadsheet templates and Download spreadsheet templates and text from Niagara’s website text from Niagara’s website www.niagara.anglican.ca

Modify them, fill in your own data, and Modify them, fill in your own data, and generate pie charts for your parish’s generate pie charts for your parish’s Narrative Budget Narrative Budget

Reduce development time by 75% OR Reduce development time by 75% OR MORE!MORE!

Here’s the websiteHere’s the website

www.niagara.anglican.ca

Click on Click on ProgramsPrograms, and then, and then

Click on Click on Stewardship DevelopmentStewardship Development

Refer to NARRATIVE BUDGET TOOLKITRefer to NARRATIVE BUDGET TOOLKIT

A small team approach A small team approach

Start by getting your full time staff to Start by getting your full time staff to track how they spend their time for a track how they spend their time for a month month

(reviewing day planners is helpful)(reviewing day planners is helpful)

E.g. Rector’s time:E.g. Rector’s time:

Christian EducationChristian Education 15%15% OutreachOutreach 10%10% Worship Worship 10% 10% In-reach and FellowshipIn-reach and Fellowship 10%10% Evangelism and HospitalityEvangelism and Hospitality 35%35% Pastoral CarePastoral Care 20%20%

Use this formula for related line items that Use this formula for related line items that are difficult to allocate e.g. Benefitsare difficult to allocate e.g. Benefits

Some line items in your budget will Some line items in your budget will be easy to allocate be easy to allocate

E.g. Church school supplies to Christian E.g. Church school supplies to Christian education education

Other items will be more difficult to Other items will be more difficult to allocateallocate

E.g. Office SuppliesE.g. Office Supplies

It’s important to rememberIt’s important to remember

A Narrative Budget is directionalA Narrative Budget is directional

Don’t get too caught up on delivering Don’t get too caught up on delivering accuracy accuracy

And rememberAnd remember

it’s an educational tool it’s an educational tool

Helping reframe minds and getting Helping reframe minds and getting donors to think about how their donors to think about how their donation is used is more important donation is used is more important than accuracythan accuracy

The line item budget still existsThe line item budget still exists

Sample pie chartSample pie chart

St. Paul's Investment in Ministries in 2004

$47,673

$18,415$21,078

$19,506

$11,869

$23,412Outreach

Christian Educ.

Music & Worship

Pastoral Care

Evangelism

Parish Life

St. Paul's Investment in Ministries in 2004

Outreach34%

Christian Educ.13%

Music & Worship

15%

Pastoral Care14%

Evangelism8%

Parish Life16%Outreach

Christian Educ.

Music & Worship

Pastoral Care

Evangelism

Parish Life

The net message you want The net message you want donors to take away isdonors to take away is

14 cents of every dollar I give goes 14 cents of every dollar I give goes to Pastoral Careto Pastoral Care

34 cents of every dollar I give goes 34 cents of every dollar I give goes to Outreachto Outreach

etc.etc.

We can emphasize other We can emphasize other messages messages

Our Investment in Outreach in 2004

Outreach34%

Other Ministries

66%

Creating the “narrative” for Creating the “narrative” for each ministryeach ministry

Download the textDownload the text from Niagara’s web site from Niagara’s web site

Modify the “bullets” to show the impact the Modify the “bullets” to show the impact the ministry is having in YOUR parishministry is having in YOUR parish

Your donors will be inspired to take much Your donors will be inspired to take much greater ownership of parish ministriesgreater ownership of parish ministries

Sample narrative contentSample narrative content

Our Ministry of Pastoral Care involves the Our Ministry of Pastoral Care involves the following services:following services:

taking of home communion to three local taking of home communion to three local nursing homes each month nursing homes each month

on call at two local funeral homes and follow on call at two local funeral homes and follow up with the mourners from 30 funerals last up with the mourners from 30 funerals last yearyear

frequent visiting at three local hospitals to frequent visiting at three local hospitals to care for parishioners recovering from illnesscare for parishioners recovering from illness

Etc.Etc.

Getting your story out . . . Getting your story out . . .

Narrative Budgeting booklets Narrative Budgeting booklets Bulletin insertsBulletin inserts Parish websiteParish website Fall Stewardship mailingsFall Stewardship mailings Personal contactPersonal contact Intercessory prayersIntercessory prayers Vestry reportsVestry reports Parish newsletterParish newsletter

Using Sunday Worship to tell Using Sunday Worship to tell your ministry storiesyour ministry stories

Include a bulletin insert each week for six Include a bulletin insert each week for six weeks highlighting a different ministry (NB weeks highlighting a different ministry (NB pages)pages)

Pray specifically for that ministryPray specifically for that ministry

Ministry Moments: Tell a story about (or by) a Ministry Moments: Tell a story about (or by) a person being touched by that ministry person being touched by that ministry

You can also find a basic template for You can also find a basic template for calculating and reporting volunteer calculating and reporting volunteer hours against the six categories of hours against the six categories of ministry at the same web address ministry at the same web address

Volunteer time for Sunday Volunteer time for Sunday worshipworship

Altar guild – two people X 2 hours= 4 hoursAltar guild – two people X 2 hours= 4 hoursChoir – ten members X 2 hours of worship and two Choir – ten members X 2 hours of worship and two

hours of practice time = 40 hourshours of practice time = 40 hoursReaders, chalice bearers, server, crucifer, counters, Readers, chalice bearers, server, crucifer, counters,

sides-people, litanist, 10 X 1.5 hours = 15 hourssides-people, litanist, 10 X 1.5 hours = 15 hours

Totals almost 70 hours of volunteer time per weekTotals almost 70 hours of volunteer time per week

Over 44 weeks =3,080 hours of volunteer time in Over 44 weeks =3,080 hours of volunteer time in Sunday morning worship alone! Sunday morning worship alone!

In an average parishIn an average parish

When you factor in all ministries, we When you factor in all ministries, we estimate that 10,000 – 15,000 hours estimate that 10,000 – 15,000 hours per year are volunteeredper year are volunteered

That’s a significant impact on any That’s a significant impact on any local communitylocal community

Include in your Narrative Budget!Include in your Narrative Budget!

Narrative Budgeting is an Narrative Budgeting is an evolving processevolving process

Each year you will get better at itEach year you will get better at it

You’ll add stories about volunteer time and You’ll add stories about volunteer time and talent, plans for the future, planned giving, talent, plans for the future, planned giving, etc.etc.

The documents improve with each cycleThe documents improve with each cycle

People will begin to think of the funding of the People will begin to think of the funding of the ministries of the parish in a new wayministries of the parish in a new way

Vestry MeetingsVestry Meetings

We need to change how we view We need to change how we view money and ministrymoney and ministry

Long before vestry you will have Long before vestry you will have begun the process of education and begun the process of education and awareness around the Narrative awareness around the Narrative BudgetBudget

Vestry MeetingsVestry Meetings

We distribute the Narrative Budget We distribute the Narrative Budget prior to our annual vestry meetingprior to our annual vestry meeting

As a faith-based organization be As a faith-based organization be determined in your desire to talk determined in your desire to talk about money and ministry in a new about money and ministry in a new way. way.

Don’t fall back on the line item budget Don’t fall back on the line item budget for future decision making.for future decision making.

Vestry will no longer be viewed as Vestry will no longer be viewed as the annual BUSINESS meeting of the the annual BUSINESS meeting of the parishparish

It will become THE ANNUAL MISSION It will become THE ANNUAL MISSION AND MINISTRY MEETINGAND MINISTRY MEETING

Parishioners start looking forward to Parishioners start looking forward to your annual Vestry meeting!!your annual Vestry meeting!!

[email protected]@cogeco.ca