The elders formed a group of regular supporters to help decide budget priorities. 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. We anticipate that by including most of our committed supporters in the decision making for the budget, we will all gain added insight, more corporate understanding of the issues involved in the Xenos budget and greater ownership of our common goals.

The Process
First the elders meet with the management team for a four-day retreat to go over spiritual goals in each division. The retreat usually happens in late September or early October. It is a strategic planning retreat to determines the direction of the fellowship, in principle.

Based on the agreed-upon goals, the division coordinators work out their budget needs with department heads and other staff.

Budget Retreat

Approximately one month later, the elders 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, staff salaries and utilities. From this retreat, a maintenance budget and a wish list are generated. The maintenance budget needs no discussion, because the budget items are all essential. It will be below the previous year's spending levels. The wish list represents important discretionary spending for existing and proposed ministry.

Fiscal Support Team Retreat

Approximately one month after the budget retreat, the Xenos Fiscal Support Team convenes for a weekend retreat. There, the elders and coordinators go over the results of the preparatory work, and present their wish lists, now coalesced into three to five modules of spending for each division. The modules are arranged in ascending order, so the more essential items are funded before the less essential items. By breaking spending into modules, or groupings, the budgetary process is simplified enough to deal with in a large group. The rationale for each module is explained and discussed publicly. Then the group votes.

First, they vote on how much, if any growth we should seek in our budget for the next year. After that vote is tallied, we know how much we have to spend on modules of discretionary spending. Then the members vote to accept or reject each module, always working within the total growth voted in earlier. The modules adopted by a majority vote of the Fiscal Support Team are added to the budget up to the level of overall permissible spending. Generally, 15 to 30 percent of the total Xenos budget is determined at this retreat.

The Xenos Fiscal Support Team shares responsibility along with the elders for raising the funds voted, and for explaining the budget 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. Whether we decide to seek more income or to cut spending, an appropriate safeguard is to pool the wisdom of our most-committed givers.

The elders want those who pay the majority of the bills in the church to have a voice in the direction of spending, in the growth of spending, or in any needed cuts. Although it has never been possible in the past to identify a group of people who rightfully should compose such a decision-making body, today, with the pledge program, it is possible to identify the majority of 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 weekend like this one 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 check a box on a pledge card indicating 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. They will have to disclose their financial problems and demonstrate their inability to give 5 percent is due to conditions beyond their control. 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. If the counselor agrees their priorities should not include 5 percent 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 Fiscal Support Team will be in the same position they always were. They will be notified about the budget in the annual report as in previous years.

Why pick the figure of 5 percent?
We do not consider 5 percent giving a high or 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. Also, team members often support missions strongly, which is not included in this 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.

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 weekend with scores of like-minded supporters, discussing the direction of the church.

To apply, fill out one of the pledge cards indicating that you qualify. We require a record of your 5 percent involvement by the end of January if you wish to participate in team planning of that year.