by Patrick Bradley: Almost every state has an ongoing nonprofit annual report requirement for nonprofit corporations such as churches. This is business you need to take care of regularly. Or this could happen…

Almost every year I get a panicked phone call or email from one of my churches. They’ve gotten a notice that their corporation was suspended or dissolved and they don’t always understand why. The nonprofit annual report has always been the problem. Or, rather, them not filing one when it was due.

In case you were still wondering, getting your corporation get shut down by the state is not a good idea. It’s usually fixable, but what a hassle! You’ll spend about as much time getting it reinstated as you did filing the original paperwork to get incorporated in the first place.

Filing your nonprofit annual report on time is a much easier way to go.

…

Did this help you? Would you mind forwarding to a friend in ministry that might need it?

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Source: What Happens When You Don’t File a Nonprofit Annual Report with Your State

The post What Happens When You Don’t File a Nonprofit Annual Report with Your State appeared first on Passion for Planting.

by Patrick Bradley: A church planter challenged me recently on whether church boards have to use Robert’s Rules of Order to conduct meetings. I started digging around and opened a whole can of worms.

His question came from a common place: I haven’t met a church planter yet that likes (understands?) Robert’s Rules. But it also came with a theological challenge – where are Robert’s Rules of Order described or modeled in the Bible?

Good question.

Biblical Reference Points

Without an in-depth exegesis of all subject passages, I don’t think the Bible has overwhelming instruction about how to run church board meetings. For that matter, it doesn’t have a lot to say directly about Church Boards as such.

The New Testament has plenty to say about, and to, Elders, and describes leadership by a plurality of Elders. But it seems to only hint about how they made decisions as a group (for example, see Acts 6:1-7).

So for our purposes here, let’s define a church board meeting as “how the church leaders make a group decision”.

What are Robert’s Rules?

Created in 1876 by US Army officer Henry Robert, he based them on how the US Congress conducted business and passed laws. You’ve experienced some version of them when you hear things like:

“I move that we approve…”
“I second the motion.”
“Let’s table that discussion.”
“All in favor, say ‘aye’.”

This way of running church board meetings is the most common in the US. But rarely have I seen it strictly followed and enforced.

Other Models Available

Turns out there’s not just one or two other options, but a whole spectrum of approaches to running board meetings. Here are some top alternatives very briefly described:

Consensus Process

Every article I’ve found has associated this approach with the Quakers.

“Consensus decision-making is a group decision-making process in which group members develop, and agree to support a decision in the best interest of the whole.” Wikipedia

PRO: buy-in is high because everyone agrees to the decision after being heard

CON: can take considerable time to reach consensus

DEMOCRACY 2.0

If you like the spirit of Robert’s Rules, this one might be for you.

“DEMOCRACY 2.0 is a new ultra lightweight rules of order system for democratic meetings, tailored to fit the needs of small to medium-sized non-profits, and designed for practical use by ordinary people facing everyday realities.” SocialFish

PRO: based more on principles than rules, easily understood

CON: it’s still based on democratic process, which may or may not fit your theology

Dynamic Facilitation

“A dynamic facilitator follows the group’s interest and energy wherever it goes, so a group often ends up in a very different place than they started, frequently with a collective breakthrough of some kind.” Co-Intelligence

PRO: great at outside-the-box creative solutions to impossible problems or difficult people, fosters true dialog and everyone being heard

CON: requires trained/skilled facilitator

Martha’s Rules of Order

This is a sort of hybrid approach that embraces both consensus and formal voting, “a way to decide whether or not an issue [is] important enough to warrant taking the extra time to reach consensus.” TopsSoft

PRO: simple, combines best of both consensus and Robert’s Rules

CON (potentially): it was originally created for condo/HOA boards so it’s built for a voting membership

Bottom Line

So where I land on whether church boards have to use Robert’s Rules of Order is: no.

But it’s not only just the Bible that’s at play here. Perhaps the main reason for having a “church board”  in the US is because the group of believers wants to be organized under the laws and benefit from the tax code of the government. Romans chapter 13 seems to make allowance for that.

And anyone who serves on the board of any US nonprofit has a duty to lead and serve well. Random decision-making methodology and sloppy records won’t cut it.

Pick some system and use it. Include that decision in your meeting minutes. Be intentional and consistent in how you make group decisions. And above all, keep good records!

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Source: Do Church Boards Have to Use Robert’s Rules of Order?

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by Patrick Bradley: The tricksters are back at it, mailing out a fake annual report notice to unsuspecting churches. Here’s what they’re up to, how to spot it, and what to do.

Depending on your state (see my growing reference list), your church corporation has to file some kind of annual renewal. It lets the state know that you’re still active and gives you a chance to update them on mailing address, current officers and stuff like that.

It’s a pretty simple process:

You get a legitimate reminder from your state to file your annual report
You go to the Secretary of State’s website (or Corporation Commission in a few states)
You follow the link to file your annual report
It typically takes you less than 10 minutes and will usually cost $30 or less

There may be a few states that have a snail mail paper form still, but the process is basically the same.

What The Tricksters Are Doing

Some unscrupulous business gets a list of corporations off the state’s website (they’re public records). Then they mail you a fake annual report notice that offers to keep you compliant and avoid steep penalties. They use fear and intimidation to scare you into sending them payment.

But here’s the tricky part: what they’re doing isn’t technically illegal. The fines they threaten you with are the real fines the state will charge if you don’t file your own annual report. And if you go 2 cycles in a row without filing, most states will administratively dissolve your corporation. The tricksters threaten you with legitimate information (that shouldn’t be very threatening in reality).

And when you send them your money and basic information, like addresses and officers, they really will file your annual report for you. But they’ll charge you hundreds of dollars to do what you can do for yourself for less than $30. In less than 10 minutes. Which is probably less than you’d spend sending your info to the tricksters.

They count on your forgetting exactly what you’re supposed to do and when. I mean, it only comes up once a year, right? In a very few states it’s every 2 or even 5 years.

What to Look For

Here are the giveaways of a fake annual report notice. It will:

come in a very official-looking envelope, often stamped with a warning/threat on the outside
be on very official-looking letterhead
have a seal (logo) that is reminiscent of your state’s official seal
use an official-sounding name like “Corporation Compliance Service Division”

But the dead giveaway is that they have to include a disclaimer somewhere in the fine print that they’re not the government or affiliated with any government agency. Because if they don’t, they’re flirting with committing mail fraud, a serious federal offense.

It’s a big enough problem that some states are posting public notices about it (read California’s here).

What to Do About a Fake Annual Report Notice

The best thing you can do to avoid getting tricked by a fake annual report notice is to take 10 minutes to figure out what your state’s requirement is, and when yours specifcally is due. Then set a recurring calendar reminder several weeks before it’s due. You can even include a hyperlink to the state’s filing page in your calendar event so you can just click through and file it.

As for the fake notice: shred it. And maybe do a little happy dance. They haven’t duped you!

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Source: Beware of a Fake Annual Report Notice in Your Mail

The post Beware of a Fake Annual Report Notice in Your Mail appeared first on Passion for Planting.

by Patrick Bradley: It is generally acknowledged that there are 2 best windows for a church plant launch in the US: fall (Sep/Oct) and spring (Feb/Mar). How will you decide?

The windows work kind of like a space shuttle landing – in its day, it couldn’t come down just anywhere. It had to wait for the window to land at one of the 4 sites in the US. If it missed the intended window, it had to recalculate for the next landing site.

If you’re making plans to be a church planter or church-planting church, it would be smart to make an informed decision. There are pros and cons to each. You’ll need to:

Understand Cultural Rhythms

Our 2 church plant launch windows have come about mostly from the rhythms of our lives here in the US.

There are seasons when church participation goes up. I see it as a combination of the school calendar and the holiday calendar. Churches will tell you that they see waves of visitors and re/dedication come at:

Back to school time (September-ish)
At and following the holidays (January-ish)
Easter time (March-ish)

There are also several really busy seasons for us here in the US:

May (end of school year)
Summer (outdoor activities and vacations)
Nov/Dec (holiday travel, end of semester, end of calendar year)

May & December can be absolutely insane for families with kids: schools are cramming in music presentations, award ceremonies, throwing parties and wrapping up sports leagues. Now layer on office parties and church events in December and graduation parties in late May. There’s no way my family could pack in another event in either of those months.

You have to take those bad windows into account because they flank the good windows. That’s important on the front end because to hit critical mass at a good window, you have to build steam during a tough season:

Recruit & build your team during the summer for a fall church plant launch
Or try to gain momentum in the craziness of Nov/Dec for a spring launch

But they’re also important to understand because the launch event itself isn’t the goal. Becoming a healthy, thriving community of believers is. So you have to plan for the tough season that follows your launch:

Shortly following a fall launch, you hit the Nov/Dec holiday window
Not long after a spring church plant launch, the busyness of May the absenteeism of the summer hits you

Regional Events

These are the larger waves in the US context as a whole. But it’s important to investigate the nuances of your local context.

Are you planting where everyone drives a pickup with a gun rack? You’d better have hunting season on your radar.

As another example, I’ve supported planters in San Francisco where the summers are cold and foggy. The warmest months are usually April and October. As a result, there are countless parades, festivals and celebrations in that city in October, which make it a natural month for a grand opening celebration.

Expect Regional Weather

More than just the cultural rhythms that mirror weather patterns, the threat of inclement weather is a real thing. Imagine having to cancel your inaugural service because of weather! It’s happened.

If you live in states where there is a serious chance of snow or ice storms in Feb/Mar, a fall launch may be a better bet.

But if you’re planting near the Gulf Coast or Eastern Seaboard, Sep/Oct is still hurricane season. And how hot is it still in Arizona in September?

Sync with Organizational Timing

One last thing you may very well need to consider is the plans and expectations of your church planting body. In some cases, they’ve recruited you with an expressed time line in mind. If their timeline doesn’t match what you’re thinking, have an open conversation as soon as that comes to light. Don’t wait.

Get Wise Counsel

Finally, be sure to pray about it and get advice from:

Your church planting network, tribe or church
Your Management Team or oversight body
Your church planting coach
Other church planters in your immediate context

Make a prayerful & informed choice for your church plant launch so that you don’t get halfway in and be forced to decide whether to postpone or not.

The post How to Decide Between a Fall and Spring Church Plant Launch appeared first on Church Planting Tactics.

Source: How to Decide Between a Fall and Spring Church Plant Launch

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by Patrick Bradley: Some church groups and denominations have set up an umbrella 501c3 exemption for their churches. There are pros and cons for your church plant if you choose this option.

501c3 is the official nonprofit, tax-exempt status of a charity that allows you to accept charitable donations, issue donation receipts, and not pay taxes as an organization.

There are 3 ways to get a 501c3 exemption for your church plant:

Rely on the automatic blanket exemption
Apply for your own Determination Letter
Use an umbrella 501c3 exemption

The Umbrella 501c3 Exemption

The idea of the umbrella 501c3 exemption is that a denomination or parent organization applies for a special group exemption for their churches. Individual congregations don’t have to apply to the IRS. The denomination keeps track of which churches are part of their fellowship and issues some kind of annual accounting to the IRS.

Each congregation stills incorporates individually, adopts their own bylaws and all that. But they get a copy of the denomination’s 501c3 Exemption Letter and something on denomination letterhead that says, “they’re one of us.”

Umbrella 501c3 Exemption Pros

For the church plant, this is a way faster. Like same-day faster: all you need is the paperwork (above) from the denomination and you’re good to go. Those applying to the IRS directly can expect to wait as much as 6 months to hear back.

And your denomination probably won’t charge you anything. The IRS charges $850 to review your 501c3 application when you apply individually.

Umbrella 501c3 Exemption Cons

The drawback for church plants is that it often creates confusion when you go to ask for charitable donations. Which can happen in 2 ways:

The business you’re courting doesn’t understand why the name on the Exemption Letter (the denomination) doesn’t match your church’s name
The application is online and they can’t find your church’s EIN in the IRS database (only your denomination’s EIN is listed there) – donors like Google and TechSoup don’t seem to make accommodations for this

Other Considerations

You will owe some kind of monthly or annual report to your denomination. They have to keep track of the churches under their umbrella or risk losing the group exemption. Reporting isn’t inherently good or bad – it provides communication, connection and accountability while creating administrative burden. But you should be creating some kind of reporting on your metrics anyway.

There may also be an expectation that you share resources back to the denomination. That can be a very Kingdom-minded thing to do; the collective shared resources of a group of churches can accomplish a lot of good.

One way for you to approach this if you’re part of a denomination or group like this is to join their umbrella 501c3 exemption from day one. Then at any later point you can apply directly for an individual exemption and your very own Determination Letter.

But time is money: The IRS applications aren’t getting any cheaper and every year you delay is a year you won’t qualify for some donations. Also, it’s easier to apply early in the life of your church – brand new churches get to submit proposed budgets, but established churches have to submit financial reports & history.

So pay your money, take your choice.

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Source: Should You Use Your Group’s Umbrella 501c3 Exemption?

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by Patrick Bradley: Church planting never goes quite like you think it’s going to. Some things will go better than you’ve imagined. Other things will be harder. A few planters will have to decide whether to push back church launch.

What I mean by pushing back launch is punting until the next launch season, like from fall to spring or vice versa. Pushing back a few weeks generally has a much lesser impact.

Pushing back launch can risk finances and momentum.

What’s at Stake

Finances

Ministry isn’t about money, but it takes money (even in Jesus’ day). One of the assumptions of the Launch Large or High-Impact launch approach is that local offerings don’t start until the launch of regular worship gatherings. If that is your reality, then pushing back your launch delays the start of a significant source of income.

Have you raised enough money to cover 4 to 6 months’ extra expenses? You probably wouldn’t be renting a facility during that time, one of a church plant’s 2 biggest expenses. But six months of paying for everything else is a financial hit not every pre-launch church plant can absorb.

But that’s based on an assumption. If the team you do have already gives generously, the financial blow is softened. One planter I supported had giving from his Launch Team that exceeded their monthly expenses (while there wasn’t a rent payment). When he punted 4 months or so, his financial situation didn’t worsen. How willing are you to talk about generosity with your team?

Sometimes planters have to struggle with whether to push back church launch because early fundraising efforts didn’t go well, or they didn’t take advantage of the extra time they had before there was a Launch Team. So some planters push back launch to buy time to re/hit the fundraising trail.

One thing you’ll have to consider, especially with high-capacity donors, is how to explain the delayed launch. There’s a way to explain it that positions it as strategic or necessary. And there’s a way that may cause donors to hesitate.

Momentum

The most common situation I’ve seen that makes planters wrestle with whether to push back church launch is the size of the gathering Launch Team. Kicking off weekly worship gatherings with fewer than 40 adults committed to getting the new church off the ground is like having a preemie baby. Many survive low birth weight, but no parent hopes for that kind of start to life.

So some planters push back the launch to buy time to build a bigger team. There’s a way to break that news to your existing team that creates excitement and rallies the troops. And there’s a way to do it that’s more like popping a balloon. Managing the relational momentum of the team is everything, really.

Facility

One thing you’ll need to consider is what a delay in the timetable does to the availability and/or cost of your worship gathering facility. I’ve you’ve already signed a rental agreement, you may have to start paying on it regardless.

And BTW, if you’re building out a 24/7 leased facility, you’re going to have to push back your launch by several weeks. Count on it. Construction never comes in on time or under budget. But again, that’s not the kind of push we’re talking about here. Just a heads up.

Your Capacity

The hard reality is that by the time a planter is deciding to push back church launch, there are already so many plates spinning that it’s incredibly difficult to find extra bandwidth to double down on whatever it is that’s forcing the decision. It would be tragic to push back launch by 4 to 6 months to build a bigger team and end up with basically the same size of team you would’ve had if you didn’t push.

There are lots of factors to consider when you have to decide whether or not to push back church launch. If you’re having to make that decision, my heart goes out to you. Pray. Seek wisdom from your Management Team and Coach. And follow the Spirit’s lead.

The post When to Push Back Church Launch appeared first on Church Planting Tactics.

Source: When to Push Back Church Launch

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By Patrick Bradley: What is the end game for a church plant Management Team? When does a Management Team win?

Understanding the Management Team win is important in recruiting team members and in keeping everyone shooting at the same target. You’ll have a Management Team for several years and even the best teams can experience mission drift.

A Management Team wins when they:

Work Themselves Out of a Job

It’s kind of like being a parent and seeing your teenagers off into the real world. The Management Team provides leadership until the new church can make it on its own in these three ways:

Self-Sustaining

If it’s going to be an autonomous congregation, the church should be able to support itself financially before too long. Many times other congregations represented on the Management Team have shared their resources to get the new church started. But no mother church wants a boomerang church living in their basement.

Self-Governing

The planter needs to raise up leadership from within over the course of a couple of years. Slowly the baton should be passed from the Management Team to the local Elders.

Reproducing

Eventually the mother church wants to have granddaughter churches. Studies continue to show a connection between church plants that get involved early in planting another church and their own health and sustainability.

Head Problems Off at the Pass

In the mean time, the Management Team wins when they have access to enough information to know what’s going on. Their leadership experience and wisdom will help you see opportunities and problems on the horizon and maneuver accordingly. Probably that information takes the form of ministry reports and/or church metrics. If you keep your Management Team in the dark, they’ll won’t be able to help with your real issues.

Your Management Team is an invaluable resource during the first years of your new church. Set them up to win and you’ll win, too!

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Source: When Does a Management Team Win?

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by Patrick Bradley: A church plant Management Team plays several crucial roles in supporting the planter during the early stages of the new church. Go without a Management Team and you’ll be at risk for the following reasons.

If you’re starting a legally autonomous church congregation, you should not be flying solo until the someday that you can install and Eldership. You need a temporary church plant Management Team to fill that role. Because…

You Need Spiritual Covering

Planting a church is not an easy task. And the forces of darkness do not want to see you succeed. You will be opposed by outside forces and sometimes by people on your own team.

Your Management Team fulfills the role of Elders in being the spiritual authority of your congregation.

You Need Wise Counsel

Those that serve on your church plant Management Team will have life experience, wisdom, and spiritual gifts different than yours.  You’re going to encounter situations that you feel unprepared for. The wise counsel your Management Team brings will help you make better decisions.

You Need Accountability

Absolute power corrupts absolutely. Planting a church will put pressure on all your cracks. It will tempt you to compromise the vision God entrusted you with and settle for some lesser or counterfeit version.

Install a Management Team that has authority and permission to ask you the hard questions and call you on the carpet. You’ll be healthier, stronger and eternally grateful that you did.

You Need a Corporate Board

On a very practical level, if you’ve incorporated as a nonprofit in your state, you need a Board of Directors. Depending on your Bylaws, that could be a separate body, but why? Your Management Team will already be meeting regularly during the first few years after incorporation. They’re already charged with the important, weighty things. Have them wear this hat, too, and you’ll save yourself a whole nutha round of meetings.

Don’t fly solo. Bring yourself under authority somehow. Especially if you’re starting an autonomous congregation, you need a church plant Management Team.

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Source: 4 Reasons You Need a Church Plant Management Team

The post 4 Reasons You Need a Church Plant Management Team appeared first on Passion for Planting.

By Patrick Bradley: Autonomous church planters should come under the authority of a church plant Management Team. Here’s what a Management Team is:

The New Testament makes a strong case for congregations being overseen by a plurality of Elders. But when you’re starting a new church from scratch, you won’t have Elders (and typically shouldn’t – more on that below).

There are different models of planting churches, but from a leadership structure standpoint, planters in my circles are starting new, legally autonomous congregations. So all of the leadership systems and structures they experienced in past ministries must be recreated for the new church.

A Management Team will function as your temporary Eldership. I’ll explore those roles in my next post; we’ll stick with form for today.

It Should Be External

Those installed on your church plant Management Team should meet the Biblical qualifications of being Elders. Even if you have a candidate or two that meet that criteria on your initial Launch Team, you should still have an external Management Team.

Ultimately, your ideal local Elders will be people who came to faith as adults at your church plant. They will own your mission & DNA like no other. But it’s important not to install your local Eldership too soon in the church plant for two reasons:

You’re creating a new church culture; transfer Elders will come with another church’s DNA
Promoting new believers to positions of spiritual authority too quickly can be destructive to all parties

Where to Find Them

There are different ways of going about assembling an external Management Team:

If you have strong ties with a local mother/sending church, staff or Elders from that church could serve
If several churches have formed a network to birth your church, a rep from each church could serve
Your mentors and former ministry colleagues could serve

One thing to be sure of, though, is that the team you assemble is able to govern you. You need people who are willing to speak the hard truth to you and call you to account. Don’t assemble a toothless advisory board of yes-men.

Another thing you should strive for is diversity of age, wiring, background, race, etc. We were first called Christians in Antioch, where the leadership was diverse [Acts 13].

How Many Should Serve?

Your Bylaws will spell out how many should be on the team, but it should be no fewer than 3 (especially if it’s you and 2 others). You’re submitting to their collective authority, so you shouldn’t be able to out-vote them.

And especially for a church just getting started that has to move fast and make lots of decisions, I’d suggest not making the team too large. The 11-man squad pictured above would not be ideal.

Long Distance is OK

Though there may be some advantages to your church plant Management Team being local, today’s technology makes virtual meetings incredibly viable. So don’t let geography limit your pool of candidates.

How Often Should They Meet?

Again, this should be outlined in your Bylaws, but at the very beginning, your church plant Management Team will probably need to meet every month for an hour or two. This church plant thing is a moving target and there will be lots of decisions that need to be made quickly.

Up Next:

4 Reasons You Need a Church Plant Management Team
When Does a Management Team Win?

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Source: What is a Church Plant Management Team?

The post What is a Church Plant Management Team? appeared first on Passion for Planting.

Church sub-calendars are a great way to keep everything organized at your church. Setting them up is relatively easy and it solves the following 3 problems.

Whether or not you’re a program-driven church, there are things that happen in the life of your church each year. Keeping them all straight is important.

If you use your church management software for the master church calendar, you’ll probably accomplish creating church sub-calendars by using different admin groups.

If you use a Google calendar, simply click the dropdown arrow next to My calendars in the left-hand column and choose create new calendar for each one of the church sub-calendars below.

Other calendar systems typically have similar functionality.

Consider Your Audience

The main reason for creating church sub-calendars is to ‘control’ who sees what. A church admin or senior leader needs to see everything, but that can be totally overwhelming for someone checking out the website.

Or seeing everything could be totally inappropriate – the date & time of the next staff performance review for your worship leader isn’t really everybody’s business.

Create these 12 church sub-calendars so that every church event rolls up into one master church calendar:

Prayer Team: prayer events; reminders to send updates
Fundraising: appointments; desserts or other events; reminders to send thank yous, etc
Finances & Governance: annual budget preparation season; quarterly and annual Board meetings; annual report filing deadlines
Discipleship/Small Groups: dates & times of small group meetings; leader training events
Networking: appointments with civic leaders; reminders to follow up
Community Service: events; planning meetings
Marketing & Outreach: events/festivals; design & publication deadlines; online campaign run dates; etc
Staffing: performance reviews; job interview dates
Leadership & Training: retreats; leadership meetings; conferences
Communications (Internal): newsletters; social media posts;  serving schedule publication dates
Preaching & Creative Team: sermon calendar; production deadlines; planning meetings
Assimilation & Membership: discovery classes; membership classes; etc

As your people create each calendar event, they just have to decide which church sub-calendar it belongs to.

You as the leader should be able to turn the sub-calendars on or off in your master calendar view so that you can see one, some or all of the sub-calendars at once. That way you can focus on just one, or see them all so you can…

Prevent Double-Booking

Once your church is up and running, it’s crazy how many times different teams will book events at the exact same time. It’s tough for a guitar-playing dad to be at band practice and the youth group parent meeting at the same time.

This becomes even more important for churches that have a 24/7 facility and have to manage who’s using which room which night.

Having sub-calendars roll up to one master calendar also helps you…

Prevent Over-Booking

Maybe you think you haven’t created an event-driven church. But once you overlay all the church sub-calendars above, what does that tell you about how busy you’re asking people to be? Setting a reasonable pace for your leaders and your congregation is easier if you have the raw data in front of you.

Use church sub-calendars as a handy tool to keep the goings-on at your church well-organized and available to the right audience.

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Source: 12 Church Sub-Calendars You Need Today

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