Practical information for church leaders on financial matters and other stuff
Years ago a survey said the number one thing church guests remember about their first visit was (drum roll, please), the landscaping. That’s right – the church lawn. Not the sermon or the greeters but something most members take for granted (until the weeds take over). Guests speculate that if a church takes care of its grass, it is probably doing a good job on other things such as worship, childcare, etc. So, use this list to help ensure you are giving a good first impression.
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Helpful Tips and Notes
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Emergency Procedures
In the event of a building emergency or natural disaster, having clear emergency procedures in place adds a layer of security to an organization and peace of mind to its members.
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Security
Security should exist in several layers, and it involves personnel. Consistent people acting in consistent ways and using consistent procedures builds trust and security within an organization.
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Safety
Safety measures are most effective when several layers exist (overlapping systems which support each other). Note: Using the term “safety” more often than the word “security” is wise, because “safety” has a positive connotation; “security” has the potential to imply a threat.
Suggested “layers” or systems for safety can include:
NOTE: Investigate smartphone options/apps which might address some or all of these needs. This technology is rapidly developing and should be regularly considered in light of the new options available.
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Safety and security policies are critical in the church. Establishing and following these procedures will:
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Here’s an idea to help your ushers know what to do when. Get every usher a clip-on name badge; clip-on badges have a loop which holds the actual name badge. To each name badge, add three more badges which are the same size as the name badge. Yes, each name badge will be “fat” but they will also be very useful.
The three additional badges should be color coded and have specific written instructions on each one depending on the event.
When one of these events happens, each usher can read his or her name badge instructions, be reminded what he or she is to do in this emergency, and then follow through on them.
The name badges are always present because the ushers always wear them. The instructions can be tailored for each usher or area of ushers. The ushers can even talk about this among themselves and train themselves and new ushers in what to do; they can even make suggestions about how to improve this system.
This simple system uses some existing volunteers, gives them critical responsibilities, and provides vital helpers during a crisis so that church staff leaders can focus on other things that only they can do.
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Background checks are one of the many things in the past few years which have changed the way we do church. It is a legal necessity and not doing them can put a church in a legal hot spot. The best question to ask is the prudent person rule: What would a prudent person do in this situation? That is the rule of thumb I’ll use to answer the following
o There is no legal requirement for how often a background check should be done. A good rule is to do them once every three years. Every five years is too infrequent and every year is too expensive.
o Basic background checks cost $10 to $15 for a social security number check, sex offender, criminal check, and address confirmation. However, some state, county, or city governments do not put their information online which means the background check companies spend extra money to obtain that info and they’ll pass that cost on to their customers. These additional fees can push a check up to $30 or $35.
o There are more extensive background checks which cost more money but those should only be done if there is cause.
o The scope of who gets a background check must be defined clearly. The recommendation from a professional in this field is that your “average” volunteer have a basic background check. If something is uncovered, then a more extensive background check could be done or using that information, eliminate the person immediately.
o Minors cannot have a background check without the permission of their parents. Typically I do not do background checks on minors. However, minors can be charged with adult crimes. For instance, I did a background check on an 18 year old woman who, the year before, had been charged with two counts of attempted murder.
o Most background checks are pretty superficial and that is sufficient. You don’t want to go prying into someone’s past. That is not what a prudent person would do – do just enough to get the necessary info without being intrusive.
o There should be one responsible person to receive and review the background checks. Never share this information unless it is absolutely necessary and typically it is not.
o If something is discovered, it is best to meet with the person and explain what was found and how, if at all, that will affect their work at the church, whether as a volunteer or employee. The person already knows the reason for the visit but it is good for them to know that the church knows, too.
o For instance, I have a three-year rule for traffic citations but DUI citations are a lack of good judgment which require more time to elapse (about 5-10 years).
o The data in the report is personal and confidential. Only a very few people at a church should have access to this information. The person on whom the check was done can get a copy of their background check – that is perfectly acceptable since it is all about that person. I’ve even given the background check to an employee who volunteered in another organization; he gave the report to them and saved them the cost of a background check.
o Those with access to the church’s money have a higher threshold. For this staff I recommend an annual credit check. That is more expensive but it means that once a year, someone is reviewing a document which will reveal if a person has undue debt and is thus open to embezzlement to take care of their financial problems.
Always be sure that you can, with integrity, answer this question:
“Can you stand in front of a judge and tell him or her that you did everything that a prudent person did to protect the children who were in your care?”
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