THE NECESSARY TOOLS
“Grant us, Lord, not to be anxious about earthly things, but to love things heavenly:… to hold fast to those things that shall endure…” Collect, BCP p. 234
Let everything be done decently and in order. Colossians 14:40
Every task has its required tools and here are the ones that will be required for a successful Capital Campaign. It is crucial that leaders understand that this is not a place to cut corners. Every item on this list is essential and must be provided adequately. When you hear someone say “oh, we don’t need that,” it is time to be aware that cheap, inadequate tools can be very costly in the long run.
Systematic Prayer
The capital campaign begins, is sustained, and is celebrated with prayer. The mission of the Church is driven by the spirit, not the budget, though strengthening the spirit does strengthen the budget. Before worrying about who can give how much and who can ask for it, do everything possible to turn people’s attention to the one who gave everything that we might have the everything of eternal life.
Excellent financial accounting system
Accurate records of gifts received are essential. As a practical matter, the congregation must be prepared to send the annual acknowledgement of all gifts in excess of $250 to givers as required by federal tax laws. However, rather than letting the IRS determine your acknowledgment standards, you will do much better to remember Jesus’ celebration of the widow’s mite and acknowledge every gift. Without good records this will be impossible.
Excellent financial and administrative support systems
An annual offering adds to the workload of the church staff. There will be mailings to prepare, a mailing list to maintain, gifts to record and acknowledge, and giving records to be maintained. All of these tasks should be clearly assigned to specific staff. It may be necessary to hire additional staff, even if on a temporary or part-time basis. Consider the cost of additional staff time as a cost of the offering.
Up-To-Data Database
This should have the capacity of recording not just gifts received, but names of persons who express interest in specific ministries, make offers of assistance and expertise, and serve on various committees.
A Regular Practice Of Acknowledging Gifts Received
If the only way you know your gift was received is through the cancelled check in your bank statement, the congregation has thrown away a vital opportunity to strengthen its relationship with persons who are proclaiming in a tangible way that they support church ministry. Acknowledgments are especially important for gifts made in memory or in honor of loved ones.
Budget
One cannot raise money without spending money, within reasonable limits. The return is likely to be commensurate with the investment. The cost of an capital campaign varies with the scope, length and size of goals. Givers seldom ask about costs, and it is not good practice to raise the subject or to brag about how low the cost may be. These expenses can be handled in a variety of ways. While no funding methodology is painless, the usual practice is to make annual offering expenses a charge against the capital campaign goal or to have them covered by an earmarked gift. The capital campaign steering committee and the vestry/bishop’s committee approve a budget.
A typical budget will include the following expenses:
- Printing
- Spiritual emphasis materials
- Posters
- Giving envelopes
- Brochure
- Postage
- Travel
- Consultant fees
- Staff (including temporary staff for
- data entry and record keeping)
- Office expenses (copying, stationary, etc.)
- Telephone
- Events
- Training for leadership
Adapted from The Alleluia Fund: A Guide for Dioceses and Congregations
