Keeping Records and Budgets

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Keeping Records and Budgets

• The Effective DRE
• A Skills Development Series

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Introduction

• Record keeping and budgeting, though not
  glamorous, are the nitty gritty practices of
  ministry that ensure smooth operation of your
  program.
• Delegate this responsibility if you have a
  qualified bookkeeper.
• Keeping accurate records saves time and energy.
• You must be able to retrieve information easily.

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Keeping Records
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Registration

• What types of information should be harvested
  from a registration form?
• The purpose is to get a snap shot of the childs
  home environment.
• Should there be registration deadlines or can a
  child register year round.
• No late registrations keeps the catechist from
  having to reteach material.
• Offer re-registration while classes are in
  session and be highly accessible to parents.
• How is re-registration different from new
  registration?

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New Student Inquiries

• Record contact information of parents who inquire
  about the program through the year.
• Contact them during the registration period with
  a phone call, letter or email.
• You may wish to offer the inquiring parent the
  current text, so they can study with their child
  for next year.

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Types of Records

• Permanent Family Records
• Medical Releases and Disaster Information (make
  duplicates one copy for office files, the other
  for the catechist.)
• Transfers What parishes has the family attended?
• Sacraments
• Parent Communication Keep the parents up to
  speed with letters communicating schedules,
  sacramental procedures and behavioral standards.
• Attendance Standards should be clearly outlined
  for the parents.
• Whats your procedure for keeping Attendance
  Records?

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For Reflection

• Who among your present staff would you
  delegate/appoint to assist in the creation of
  parish forms and the administration of forms.
• In thinking about your parish programs, what
  other forms or information do you need?

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Personnel Records
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Volunteer Information

• What type of information do you need to know
  about volunteers?
• (Reference page 11)

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Performance Evaluation

• Annually
• Highlight strong areas to affirm volunteer.
• Plot a course of action to address areas for
  improvement.
• Have the written evaluation signed by both
  supervisor and volunteer.
• Copies of evaluation should be kept on file.
• Benefits of Evaluation
• 1. Gives volunteer guidelines and expectations
  for job requirements and performance.
• 2. Can Chart Growth of a Catechist.
• 3. It gives the supervisor an opportunity to
  point out weaknesses in a positive manner.
• 4. Evaluations also can chart negative
  performance, and can clearly justify asking a
  person to step down from serving. (Volunteers
  can be terminated if they are not fulfilling the
  requirements of the position.)

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Areas to Address on Performance Evaluation

• Knowledge of Position
• Quality and Quantity of work
• Initiative
• Dependability
• Organization
• Communication Skills

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For Reflection

• In your experience what has been most effective
  for keeping track of personnel information?
• Who on your present staff could be responsible
  for birthday cards, anniversary cards, etc.?
• How would you identify and encourage people on
  your staff who are ready for new challenges, such
  as further training, additional responsibility,
  and/or advancement?

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Budgeting
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Budgeting Briefs

• Know what the responsibilities of the RE office
  is.
• Meet with the Pastor or finance chairperson
• Schedule a specific time block to devote to
  budgeting, collect the necessary records, and Get
  It Done!
• Keep good records of how much is spent, where it
  is spent, and for what.

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The Budget

• The budget is a tool that generates awareness to
  needs.
• It helps the DRE monitor expenditures.
• Be realistic, and go off last years budget.
• Use a monthly list of expenditures.
• What is the policy for requesting checks or
  monies at your parish?

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The Budget

• Income includes registration fees, parish
  subsidies, fundraisers, donations, special fees,
  etc.
• Expenditures includes salaries, gas mileage,
  telephone usage, postage, classroom supplies,
  books, conferences, etc.
• Discuss class awards and prizes
• Make volunteers aware of the budget

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Present your Budget to the Pastor

• Be able to clearly explain and defend everything
  on your budget.
• Balance the income with the expenses!
• Be prepared to be challenged.
• Beforehand, decide what is vital and what is
  frill, so compromises can be made easily.
• What items are needed to have an effective
  program, what can be left off without serious
  consequences, and what can wait until next year?
• Know who has fiscal responsibility for equipment
  and furniture.

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Purchasing

• Be a smart shopper take advantage of discounts.
• Speak with the Diocesan Director for Textbook
  contacts and advice .
• Work with local merchants for discounts.

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Budget Odds and Ends

• Petty Cash Who can spend this and where does it
  factor in on the budget.
• Hospitality How can you say thank you to
  volunteers?
• Fundraising Whats the project and the purpose?
• Collection of Fees NO child should be turned
  away yet the program cant exist without income.
  Keep accurate records of funds received, have
  notification forms and year-end reports. You may
  offset cost with family work days.

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For Reflection

• If all things were possible, what one thing or
  group of things would make your life more
  comfortable in the area of budgets?
• Even though your way of keeping financial records
  may be good, think of a more creative possibility.

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AND ABOVE ALL.
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ENJOY SERVING JESUS!!!