Fiscal Support Team (FST)

Join the FST

The elders formed a group of regular supporters to help decide budget priorities starting in 1993. This group, composed of those who participate in the Voluntary Pledge Program, and who are willing to donate at least 5 percent of their gross income to the General Fund, become part of the regular budgetary process in Xenos for each budget year. Over time, members will want to consider increasing their giving level, but 5% allows for a solid starting point in stewardship, while providing households with flexibility to support other charitable causes within the church, such as missionaries and humanitarian aid (see more on the "..5 percent" below).

In 2007, to ensure we opened this team to as many new members as possible, we added a category for first-time pledgers.  As a first-time pledging household, members can meet requirements to be part of this group by giving at just 3% of their annual gross income, with following years needing to meet the 5% target.  Also, once a pledge has been made, we inform each pledging household that we will use that pledge as the new pledge for the coming year, unless and until the household informs us to change it.

Membership on the FST is for the current/coming year - pledging at FST level for the current year gives household members FST rights for the current year, especially the right to vote on church spending priorities following the annual 'Vision & Stewardship" meeting in January. We eliminated any requirement to have been on the FST for the prior year to vote in the coming year. We want to focus forward on funding the current year's needs by tying membership to the current year's pledging and funding process.

We anticipate that by including most of our committed supporters in the decision making for the budget, we will all gain added insight, increase our understanding of the issues involved in prioritizing limited resources within the Xenos budget and share greater corporate ownership of our common goals. Historically this team has helped determine detailed spending priorities for over 15% and as high as 30% of the total church budget. In recent years, with increased economic constraints, the team still helps direct a substantial portion of spending, while helping determine direction in ministry enhancements and by opening up new ministry.

Join the FST

THE ANNUAL PLANNING and BUDGETING PROCESS

Planning Retreat

First the elders and senior sphere leaders meet with the management team for a multi-day off-site retreat to go over spiritual goals in each division. The retreat usually happens in early October. It is a strategic planning retreat to determine the direction of the fellowship, in principle. Detailed tactical planning will follow from the strategy set at this retreat.

Based on the agreed-upon goals, the division coordinators work out their budget needs with department heads and other staff. There is a "core" spending budget to sharpen - "what it takes to run the division", and then budget categories for enhancing existing ministry and growing ministry where God leads.

Budget Retreat

Approximately one month later, the elders and senior sphere leaders meet for the budget retreat, where they study spending needs, interviewing one coordinator at a time. The coordinators go over the costs of attaining the goals decided upon at the earlier retreat. The elders determine what is absolutely indispensable in their proposed budget, such as facility rent, certain staff salaries and utilities. From this retreat, a "core" maintenance budget and a "wish list" are generated. The core budget needs no discussion, because the budget items are all essential to maintaining the position of the church. It will be below the previous year's spending levels as one-time projects and prior discretionary ministry enhancements are removed from permanent funding. The wish list represents important discretionary spending for existing and proposed ministry, and from that list "Strategic Initiatives" are developed within (and often across) division budgets.

Fiscal Support Team Meeting - "Vision & Stewardship Retreat"

At the start of a new calendar year, anyone interested in the finances and planning related to the church convenes for a Saturday morning retreat, along with members of the FST. There, the elders and coordinators go over the results of the preparatory work, and present their budget requests, now coalesced into a core spending budget and 'Strategic Initiatives' for each division. Essential items are funded before the less essential items. By breaking spending into initiatives, the budgetary process is simplified enough to explain in a large group. The rationale for each initiative is explained and discussed publicly. In some years, a core budget may be presented with no vote related to initiatives. But there will always be some involvement from the FST in voting to approve new directions in funding and prioritizing ministry. The group has the opportunity to vote on ministry presented, through an on-line web-based system, made available through the following day.

Members vote to accept or reject each initiative through funding each member applies to each initiative, up to a predetermined maximum. Each FST member has their own vote and the corporate results are rolled up to set the target for each initiative. Initiatives adopted by this prioritized vote of the FST are then included as potential spending in the budget for the coming year.  The prioritized initiatives are funded as the ensuing Pledge Campaign unfolds.  We are able to report on how each budget initiative is covered as the next few weeks proceed and budget funding levels are reached based on pledges received.

This funding can apply to General Fund and/or Humanitarian Aid & Development Fund (HADF) initiatives in any given year. Once the General Fund has been covered, we can prioritize other spending including but not limited to HADF. The voting process will drive the prioritization of funding, in any case. So the voice of the FST is heard in how spending in the coming year unfolds in key areas.

The Xenos Fiscal Support Team shares responsibility along with the elders for raising annual funds (primarily during the annual Pledge Campaign), and for explaining the budget and prioritization to others. Whether an individual is in the majority or the minority on any given issue, it is essential we all agree we are bound by what the majority decides, and will support the overall decision.

Reasons for Initiating This Procedure

The elders desired added input on the preparation of the budget, with ownership for achieving the target budget shared by the committed stewards of the church. Whether we decide to seek more income or to cut spending, an appropriate safeguard is to pool the wisdom of our most-committed givers.

Those who pay the majority of the bills in the church should have as much of a voice as possible in setting the direction of church spending, in the growth of spending, or in any needed cuts. In our not-too-distant past it was not possible to identify the group of people who rightfully should compose such an augmenting decision-making body; today, with the pledge program, it is possible to identify our main fiscal supporters.

The elders want the church at large to have a deeper understanding of the issues involved in creating Xenos' budget. We believe a meeting/retreat focused on church vision and needed stewardship creates understanding, excitement about what we can accomplish, and increased prayer and motivation as people take ownership of the fellowship's goals.

Common Questions

Aren't the elders supposed to lead the church in financial matters?
The elders still lead the church because they have to approve the base budget. This ensures essential ministries are funded at least to a maintenance level. The elders, along with the management team, also determine what items are put forward for approval. This is the power of initiation, which constitutes leadership. Sharing leadership with members has always been an important policy for Xenos elders, but finance wasn't always included in a systematic way, mainly because the budgets are so complicated. This policy brings finance into the arena of shared leadership like other areas of ministry.

Who can participate in the Fiscal Support Team?
The Fiscal Support Team helps the elders make some very important decisions. These decisions determine much of the future direction of the church. Responsibility and decision-making power should go together. Therefore, it is essential we avoid giving such important decision making to people who aren't responsible in their support of the church. To this end, the following rules govern who may participate in the retreat:

• The participants must have Xenos as their primary fellowship church.
• Fiscal Support Team members must be authentic participants in the pledge program. They must have registered for the Voluntary Pledge Program by the date given as the deadline for that year (usually January 31), and have performed on their pledge thereafter.
• Participants must confirm that their pledge to the Xenos General Fund represents 5 percent or more of their gross annual income. Some exceptions will be made for the poor. This provision is designed to identify serious, regular and responsible givers.
• If some are unable to give to the level of 5 percent because they are poor or because of special circumstances, they can seek counseling from our personal finance ministry. They will have to disclose their financial problems and demonstrate their inability to give 5% is due to conditions beyond their control. If the counselor agrees their priorities should not include 5% giving at this time, we will waive this requirement. We assume anyone in this position will work toward a more robust giving pattern at the earliest possible time.

What about people who don't, or aren't able to participate in the team?
The Fiscal Support Team is a positive feature for those who qualify. It takes nothing away from other members. People who aren't involved in the FST will be in the same position they always were. They will be notified about the budget in the annual report as in previous years. We will celebrate all stewardship in the church, but membership in the FST includes the reward of active participation in budgeting processes.

Why pick the figure of 5 percent?
We do not consider 5 percent giving a high or even admirable goal for most North Americans. However, many solid givers suffer from shortages, or want to be able to give to other causes. Also, we have a building fund, which may decrease the ability of some to give as much as they would like. In addition, team members often support missions strongly, which is not included in this 5% figure. This figure is a compromise that should be within the reach of all but the poorest people.

With the implementation of this structure, we are in accord with most evangelical churches (which usually vote on a budget annually), yet even better. Churches that vote on a budget usually have only a "yes-no" choice, limiting involvement in the process. Our procedure ensures the real issues of priorities are open to public discussion. We have even revisited certain priorities and funding based on feedback received from FST members at our retreats.

Each year, we look forward to an upbeat time of establishing satisfying goals. With the Fiscal Support Team, we are confident all of us share the same burden and loyalty to the work of God in this church. It is exciting to spend a focused meeting time with scores of like-minded supporters, discussing the direction of the church and making a deep impact in lives for Jesus Christ.

To apply, fill out one of the pledge cards, go on-line or contact the accounting department at the office, indicating that you qualify for FST membership. We review our records to ensure your 5 percent involvement has been achieved by the end of January for your participation on the team (and your vote on Strategic Initiatives) to impact the budget for that year.

Join the FST