Capturing Community Volunteer Hours and Costs

1. God’s Way - Stewardship Capturing Community Volunteer Hours and Costs Rod Wiltrout Church Finance Specialist California Southern Baptist Convention rwiltrout@csbc.com Spring 2009, Session 5

2. God’s Way - Stewardship Why Capture Volunteer Hours • True cost of ministry • Possible IRS implications • Reporting • Celebration • Measuring Maturity • Connect with Government Leaders

3. God’s Way - Stewardship Why Capture Volunteer Hours True Cost of Ministry • Everything costs more than it’s purchase price • Gives a true measure of “Bang for the Buck” • Cost involves Time – Most valued asset

4. God’s Way - Stewardship Here is What the IRS Says • You are a 501 (c) 3 business • http://www.t-tlaw.com/lr-04.htm • Focus of organization's purpose must be to benefit the community or society as a whole, not just the organization's members and their families or other select individuals. • A §501(c)(3) organization may not devote a substantial part of its activities for lobbying purposes. (section 2A.1)

5. God’s Way - Stewardship Why Capture Volunteer Hours Possible IRS Implications • Tax Exempt & Government Entities Division At-a-Glance • http://www.irs.gov/irs/article/0,,id=100971,00.html • The IRS is now beginning to seriously look over the Church’s shoulder • http://www.pgdc.com/pgdc/news-story/2008/02/28/irs-investigate-churchs-political-activities

6. God’s Way - Stewardship Why Capture Volunteer Hours Reporting • Most members are not aware of the church’s impact in the community • Many members are only aware of that which they are personally involved • May increase tithing – people see the church at work and “worthy” of the tithe • Shows the impact the church is having in the community • Satisfy any IRS requests

7. God’s Way - Stewardship Why Capture Volunteer Hours Celebration • Celebrate what God has done • Gives an accurate list of people and the amount of time they have served • Cast vision for new segment of time ie month, quarter, year

8. God’s Way - Stewardship Why Capture Volunteer Hours Measuring Maturity • One measure of Christian Maturity • Allows the participant to see how they have grown as they serve in various community opportunities

9. God’s Way - Stewardship How Does it Work? • Download the worksheet from our website: www.csbc.com/financialmatters • Save it to your hard drive and a backup drive • I will discuss the backup drive later in the presentation

10. God’s Way - Stewardship How Does it Work? Change Your Header • Click on View • Click on Header and Footer • Click on Custom Header • Put in Your Church’s Information • Click Save • Click Close

11. God’s Way - Stewardship How Does it Work? Review Ministries and Make Changes • Men's Ministries • Women's Ministries • CounselingFood Closet • Clothing ClosetBlock Party • Block Party • Disaster Relief • Literacy Program • Weddings • Funerals • Prison Ministry • Senior Ministries • ESL • Extreme Makeover • Families of Military • Foster Homes DEFAULT LIST

12. God’s Way - Stewardship How Does it Work? Change a Ministry If you changed a Ministry TITLE: • Type the new name over the existing name on the Summary Sheet • Go to the Sheet you changed • Right click on the tab at the bottom of the page and rename the tab to correspond with the name at the top of the sheet • Click SAVE!

13. God’s Way - Stewardship How Does it Work? Add a Ministry If you added a Ministry: • Type in the new name on line 18 • Click to the page that you changed or added (Sheet 18) • Right click on the Tab on the bottom • Type in the new name of the page • Click SAVE!

14. God’s Way - Stewardship How Does it Work? Input Your Data • Click on the Ministry you want to report on • Enter the name of the volunteer • Record the hours worked • Record any monies spent to accomplish the task the volunteer did • Check to make sure it tracked to the summary page • SAVE THE FILE

15. God’s Way - Stewardship How Does it Work? Administrative Tasks • SAVE THE FILE • Did you get the fact that you need to save the file EVERY time? • Purchase an 8 gigabyte thumb drive (about $20.00 at www.tigerdirect.com • Back up your hard drive every time you shut down your computer • If your computer goes down, you have all of your files

16. God’s Way - Stewardship Administrative Tasks Backing Up the Hard Drive • After you have SAVED YOUR FILE: • Right click on the Start button on your computer • Click on Explore • Click on My Documents • Right Click on My Documents and highlight Copy • Scroll down to your Thumb Drive location (will have it’s name listed on drives at the bottom) • Click on it, then right click, Paste

17. God’s Way - Stewardship Administrative Tasks Backing Up the Hard Drive • There, You’ve just successfully backed up your computer • Keep your Thumb Drive in a safe place, preferable a fireproof safe

18. God’s Way - Stewardship Administrative Tasks Community Volunteer Administrator • Record hours and dollars spent for each ministry • Give a monthly report to Pastor, Staff and Ministry Team • Work with Ministry Leaders to capture hours and costs from volunteers

19. God’s Way - Stewardship Administrative Tasks Communicate with Community Leaders • Pastor, this is You • On a Monthly or Quarterly Basis • With the Mayor or Major Leader

20. God’s Way - Stewardship Capturing Community Volunteer Hours and Costs Questions? Rod Wiltrout Church Finance Specialist California Southern Baptist Convention rwiltrout@csbc.com (559) 256-0858 Direct Line (559) 287-7840 Cell Phone