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November 9, 2006 - Congregational Reports
2007 Schedule
Parochial Reports
2007
Schedule
Reminder that topics have
been scheduled for next year. Volunteers are still needed to host for most
of the meetings. Contact Katie Butler if you are willing to host in March, May,
July, September, or November.
(
or call 507-280-9457
or 800-426-6376 (MN only))
Topics for next year are:
-
Communication Policies (deadlines, what can be included and what can’t, etc.
regarding bulletins, newsletters, inserts)
– At Little Cedar, Adams, January
18
-
Safety in the
Church (key policies, etc.)
-
How to Conduct
a Communication Audit
-
Sharing on
Office Equipment
-
Electronic Ministry
(exploring new avenues) - At Hosanna, Rochester
-
Congregational
Reports and Annual Reports – In November
Note that there was one
change from the initial list. There was interest at the meeting about a meeting
on safety issues. Safety issues replaced resource sharing, which will be a major
part of the February retreat.
Parochial Reports – Cheryse Brenno-Sloan, synod statistician
Handouts
Notes for Filling out
the reports
-
Congregation Password –
Watch for your password to come from ELCA in the mail at the end of the year.
Note that it can come to different people (pastor, secretary/office
manager/etc., council treasurer, and so on) depending on the congregation. The
synod does have each congregation’s password, but save yourself a call by
hanging on to it when it comes.
-
How to File – Do it online.
If you send a hard copy to the synod office, Cheryse has to check all the math
and put it all online anyway. If you do it online, it will check your math for
you, so it saves you time too. DO NOT send a hard copy to churchwide.
It will eventually get sent back to the synod, but not for weeks or even
months.
-
Do we have to do an audit?”
– Have to, not really; should, absolutely.
-
Some congregations just
do internal audits, but those aren’t ideal to protect both the congregation
and the treasurer
-
An external audit
protects the congregation and the treasurer. There is an option to do a
partial external audit by a smaller company (no need to spend a lot of money
for a big company) and they can advise whether a full audit is needed.
-
Audits are recommended at
least every five years, preferably every three
-
There are several ways to
add protection between external audits
-
Have accountants sit in
on the internal audits (cheaper, maybe free if you know the right people)
-
Have both a financial
secretary and a treasurer
-
Have someone
(preferably a member or friend) who will check over the books quarterly
-
The only change to Report A
is membership. The new question asks how many Associate Members your
Congregation has. Associate Members, as defined by ELCA are, “persons
holding membership in other Lutheran [Christian] congregations who wish to
retain such membership but desire to participate in the life and mission of
this congregation"
(*C8.02.).
Such members may participate in all aspects of the congregation's life except
voting, and are not eligible for elected offices.” (From
the ELCA Office of the Secretary)
-
Some reports have come in
with no income listed. We hope this is not true. PLEASE fill everything in.
This is for the historical records of the church (your congregation and the
ELCA), we will not come after you asking for more money.
-
25D – Mission support is
only what goes to the synod and to churchwide. Make sure this is accurate so
it doesn’t mess up other records.
-
All congregations get an
intent form (for the synod and churchwide). This should be met (or exceeded)
if at all possible as it is used to create budgets. The money given to the
synod and churchwide to fulfill this intent is part of “Mission Support.”
-
When the congregation
sends money that is to be included in Mission Support, it should be sent
through the synod to make sure it gets accounted for on the congregation’s
statement.
-
Money from special groups
(such as Women of the ELCA) that is not part of the congregation’s Mission
Support can be sent directly to churchwide.
-
Put your phone number with
forms so that if there are any problems Cheryse can easily get a hold of you.
-
The deadline for reports is
February 15, though Cheryse prefers to have them by February 1 if possible.
Last year the Southeastern Minnesota Synod was one of two (of 65) that had all
congregations reporting. Please help keep the record up and get Cheryse
another pen!
-
If you have any questions
or need help with your report, contact Cheryse.
Other Questions
-
How do you rein in/keep
track of “floating” checking accounts?
-
They must have a year-end
report to be included in the congregational annual report
-
Ideally, “just do it.”
Have the treasurer (or audit team, or whoever else can) make the decision
that it isn’t acceptable and end the practice entirely.
-
How do you determine a
value for the congregation’s assets?
-
There should be an
approximate estimate for insurance purposes.
-
Have a real estate agent
(preferably a member or friend) give an estimate. Though there isn’t a real
market for church buildings, they will know the value of the land, etc.
-
Membership policies – this
should be covered in the congregation’s constitution and that is the policy
that should be followed for changing members’ status (inactive, associate,
dropped, etc.). Other possible practices:
-
Put in the
bulletin/newsletter to contact the church if members leave. Some people just
don’t know that they need to transfer membership and stay a member of
wherever they were confirmed forever.
-
One option if a council
is reluctant to remove members is to transfer them to an Associate
membership (or inactive). This will probably need to be a constitutional
change. Sometimes you do just have to push people out, though.
-
To transfer a membership,
some congregations use forms, but a letter from the pastor is sufficient.
-
Clarification was given
on the parish registrar, why and how it needs to be maintained. Details can
be found on the website of the
ELCA Office of the Secretary
-
A question was asked
about church management software. The minutes from our
January meeting on the topic are now online.
Submitted by
Communications Director
Southeastern Minnesota Synod, ELCA |
