‘Adopt-a-Bill’ at First Friends

First Friends Meeting has launched a new program, “Adopt-a-Bill,” designed to boost financial support of the Meeting. Participants may choose from a variety of upcoming bills to fund, with donations targeted to specific needs. For those already contributing to First Friends, Adopt-a-Bill payments are intended to be in addition to usual gifts.

To see how the program works, visit the Adopt-a-Bill section of the main bulletin board in the First Friends hallway. On the board is a display of envelopes, each marked with an upcoming expense and dollar amount. To adopt a bill:

1.  Check or cash – Select an envelope; insert a check or cash (paper provided to ID cash donors for recordkeeping); deposit in the collection basket or deliver to the office.

2.  Electronic payment – Visit indyfriends.org/support/#givenow; click on the Fund option; choose Adopt-a-Bill in the drop-down menu; add description to “Bill adopted” box; complete transaction. (Note that a QR code posted on the bulletin board links to this electronic option.)

The Adopt-a-Bill process is quick and satisfying, with contributions promptly applied to pending needs of the Meeting. Donations officially go to the First Friends general fund – which covers day-to-day operating expenses – but the office will ensure that the specific dollars provided are applied as directed. Adopt-a-Bill expenses are separate and apart from dedicated funds.

Adopt-a-Bill postings will be updated regularly as new financial needs arise. Current bills available represent a variety of expenses, ranging from buying Fellowship Hall snacks for one month to purchasing this year’s programming for Vacation Bible School. Bills not adopted will still be paid for (out of the general fund) but may require dipping into reserves if the current deficit continues.

This program is not intended to replace any part of usual giving, such as annual pledge funds or donations to dedicated funds. Instead, Adopt-a-Bill is a fun and easy way to enhance Meeting support – both for current donors wanting to stretch their giving levels, and for noncontributors exploring ways to help. For questions, please contact the office at office@indyfriends.org, 317-255-2485.

Trustees

As 2024 unfolds, the Financial Education Project series of occasional messages continues. Previous messages addressed the Finance Committee’s role in overseeing pledging, the Meeting’s dedicated funds, and budget-making. This message is about the role of Trustees. An FAQ format will be used in an effort to speak as plainly as possible on the topic.

What are the Trustees?

Some background: First Friends Meeting was originally established as a Monthly Meeting (an official church of the Religious Society of Friends) in 1855. It was incorporated in Indiana as a religious corporation with the legal name of Indianapolis Monthly Meeting of Friends, Inc. in 2009, and files a business entity report with the Indiana Secretary of State every two years. It operates in the tradition of a Friends Meeting, and conducts its affairs by a Monthly Meeting for Business and as provided by its corporate Bylaws. The Trustees serve as the corporation’s board of directors. The Trustees are also guided in discharging their responsibilities by the Trustees Handbook.

Who are the Trustees?

There are six Trustees, appointed by Monthly Meeting. They each serve for a three-year term, and may serve for up to three three-year terms (for a total of nine years). The current Trustees are Phil Goodchild (Clerk), Eric Tinsley (Treasurer), Carol Donahue (Recording Clerk), Mary Blackburn, Dave Frederick, and Cindy Small.

What are the Trustees’ responsibilities?

The Trustees manage the Meeting’s affairs regarding the capital assets, grounds, personal property, tangible personal property, real estate, and trust assets of the Meeting, and the assets which the Trustees managed before First Friends was incorporated. This boils down to two general areas of responsibility. The first is the long-term preservation of buildings and grounds—that is, capital costs and projects, and the costs associated with major maintenance. The second is management of the Trustee operating fund (used for buildings and grounds preservation mentioned above), as well as investment and management of designated funds according to donors’ specific objectives. The Trustees typically report at Monthly Meeting and, as required by the Bylaws, at the Annual Meeting for Business each March.

Is there a connection between the annual pledge campaign and what Trustees do?

Funds raised by the pledge campaign overseen by the Finance Committee are for the everyday operating expenses of the Meeting—not for capital expenditures or major maintenance, which are the Trustees’ responsibility. Put another way, when our roof is replaced or our education wing renovated or our sewer line replaced, those projects are not paid for by the general budget or the dedicated funds overseen by Finance. Our pastors do not need to appeal for funds for such projects. They can call the Trustees.

Why can’t the Trustees funds make up operating budget deficits?

The designated funds managed by the Trustees are legally restricted to their donors’ intent and cannot be used for other purposes. As for undesignated funds (that is, the Trustees’ operating budget), the people who established the Trustees’ fund years ago, and those who have donated to it since, wished for their donations to be used for building capital improvements and major maintenance. The Meeting’s membership was expected to pay for ongoing operations and routine maintenance. On rare occasions, the Trustees have provided funds to the Meeting to meet operating needs in times of budget crisis. But as a rule, the Trustees’ fund must be managed for longevity, in perpetuity, for the purposes intended. In fact, that is a legal obligation of the Trustees. The Trustees fund cannot be sustained over the long term if tapped to address operating and routine maintenance needs.

Budget-Making at First Friends Meeting

Budget-Making at First Friends Meeting

First Friends Meeting, like other places of worship, balances its spiritual side with the practical to be able continue to serve members, attenders and the community well into the future. This message, part of a Financial Education Project series, is intended to demystify the budget-making process.

The Process

1. The first step in creating a budget for a new calendar year takes place in September, when the Finance and Development Committee collects budget requests for the upcoming year. Clerks of the following committees provide requests: Christian Education, Connections, Fellowship, Ministry and Counsel, and Witness and Service.

Other budgetary requests come from the following sources:

·    Administration – Requests are provided by the office.

·    Building and Grounds – Finance and the Maintenance Committee confer to estimate needs.

·    Friends Assessment – This budgetary item is set annually by Western Yearly Meeting.

2. The second step is for the Finance Committee to convene to review budgetary requests, focusing on areas that might reflect overlap of committee responsibilities or that could elicit questions in the final approval process. For example, if a committee requests a substantial increase without explanation, the Finance clerk could follow up for clarification.

3. The third step is a convening of Clerks Council – which consists of clerks from all committees plus Trustees, as well as the Clerk of the Meeting – to discuss the category of Personnel and Services. The largest expenditure at First Friends is Personnel and Services, which includes compensation and benefits for both salaried staff and hourly workers.

Clerks Council considers whether increases in compensation are in order for the new year, taking into account performance, cost of living, and current financial status of the Meeting. This discussion helps the clerk of Finance to determine a “placeholder” figure to present in the new budget in the category of Personnel and Services.

4. The fourth step in budget creation is for the clerk of Finance to present a budget at the November Monthly Meeting for attendees to approve, decline, or approve pending specified changes. Once a budget is finalized, most of the budgetary categories are unlikely to change in the new year. There may be future changes in the category of Personnel and Services, however, depending on the financial health of the Meeting after the close of the prior calendar year and other economic factors.

5. A final budgetary step may take place at the March Monthly Meeting if the clerk of Finance needs to present an updated budget, with changes most likely to be in the category of Personnel and Services. All changes to the budget must be approved by Monthly Meeting.

How to Engage

Monthly Meetings are essential to the business dealings of First Friends. These meetings usually take place the third Sunday of the month following Meeting for Worship. Typically, there is no meeting in December, and often no meeting in either June or July.

At each Monthly Meeting, the clerk of the Finance Committee presents a report showing year-to-date budget development, with comparisons to one year prior. The clerk’s report also includes a summary of financial activity and an accounting of available reserves.

Anyone who would like to engage in the budgetary process is encouraged to attend Monthly Meetings to stay up-to-date on First Friends finances. If unable to attend all of the meetings, it helps to at least attend the November meeting for the initial presentation of the budget. The March Monthly Meeting also is insightful in case of budgetary adjustment.

Another way to engage in the budgetary process is to join a committee. Committee members can give feedback to clerks to help determine budgetary requests. Additionally, serving on a committee is one of the best ways to get to know other members/attenders and enrich the First Friends experience.

Coming Up

The many volunteers who work on the financial needs of First Friends Meeting take care to keep the budgetary decision-making process transparent and accessible. Please email any questions or comments to office@indyfriends.org, and stay tuned for the next installment of the Financial Education Project, which will address the financial role of Trustees.

Dedicated Funds

Dedicated Funds

First Friends Meeting is a spiritual home built on a strong financial foundation. It has remained in operation for more than 150 years, thanks to the generosity of donors and careful stewardship of funds. This message, part of a series of Financial Education Project postings, addresses the Meeting’s dedicated funds.

When individuals donate to First Friends Meeting, they may choose to give to the general budget, to dedicated funds, or both. The general budget covers the day-to-day operating expenses of the Meeting; dedicated funds are explained below.

What Are Dedicated Funds?

Dedicated funds, also known as designated funds, are monies to be used for specific purposes, often temporary in nature. As implied by the name, dedicated funds may be used for their intended purposes only.

If a fund is created for a cause that ceases to exist, First Friends may “lay down” any dollars remaining in that fund. The decision to lay down a dedicated fund must be approved at Monthly Meeting. Those inert funds may then be applied to the general budget or redirected to other dedicated funds of similar purpose.

A list of dedicated funds with descriptions is shown in a fund guide on the First Friends website at indyfriends.org/support/#givenow (scroll down to view). The list includes three non-dedicated fund items – General Budget, Rent and Wedding – but all others are dedicated funds. Monies donated without designation go to the general budget.

Those who give to First Friends are sent a letter in January or early February detailing all prior-year donations. The mailing includes a dollar summary of the full Meeting’s contributions to various causes made possible through dedicated funds, such as the Overman Family Scholarship, Mid-North Food Pantry, Right Sharing of World Resources, Western Yearly Meeting and more.

New This Year

To help keep First Friends members and attenders informed about the business side of the Meeting, the Finance Committee and Trustees are posting a short series of Financial Education Project messages. Upcoming topics are to include the annual budget approval process and the financial role of Trustees. Your input is greatly valued. Please email questions or comments to office@indyfriends.org.

Pledge Season Has Begun

Pledge Season Has Begun

November brings not only the start of the winter holidays, but also the annual First Friends Meeting pledge drive. Money can be an awkward topic, especially in a place of worship, so this message addresses why First Friends solicits funds and how the pledge campaign unfolds.

Reason for Pledges

While First Friends is a place for seeking and sharing God’s love, it also functions somewhat as a business, with an annual budget and diligent tracking of expenses versus income. Real-dollar expenses include paying utilities, compensating staff, stocking restroom supplies and much more. Income derives almost entirely from the donations of members and attenders.

Pledges are integral to the financial health of the Meeting. To clarify, a pledge is a statement of intent indicating how much a person or family plans to donate to a charitable organization – not a binding contract, promise or commitment. Pledging to First Friends simply means giving your best estimate of what you plan to donate in the new year. Your pledge, combined with the pledges of others, gives the Meeting a reasonable expectation of what to anticipate in donations.

Pledge Drive Process

There are two parts to the pledge campaign – verbal messaging at Meeting for Worship, and written communications via letter and email. Verbal messaging takes place in November during announcements at Meeting for Worship, with members of the Finance and Development Committee offering brief comments about the pledge drive. An announcement also is taped for one of the virtual Meetings for Worship.

The written part of the campaign begins with a letter mailed in November to members and attendees to invite support of the Meeting by making a pledge. Later in the month, a follow-up email is distributed, presenting detailed information in electronic format. Then in December, a letter is mailed to those who previously pledged for the current year, with a summary of pledge progress to date. Bolstering the pledge drive are messages in Friend-to-Friend and in the bulletin at Meeting for Worship.

Current-Year Needs

Because the pledge campaign for the upcoming year takes place at the end of the current year, there can be an overlap of financial needs in the event of a current-year deficit. Such is the case this year. For this reason, our pledge drive for 2024 includes an invitation to make an additional donation for 2023 to close out the year in the black. As with all Meeting solicitations, this messaging is not intended as pressure, but as an opportunity to be supportive.

Coming in 2024

In the new year, the Finance and Development Committee and Trustees will be posting a short series of messages in Friend-to-Friend and on the First Friends website as part of a “Financial Education Project.” Topics to be covered include: differences between dedicated funds and the general budget; how to engage in the annual budget review/approval process; and the distinct financial role of Trustees.

Finally, we hope to expand the Financial Education Project into a visioning of what First Friends Meeting can achieve if funds are available. What are our aspirations, both short-term and well into the future? We look forward to exploring possibilities, and your input is greatly valued. Please email questions or comments to office@indyfriends.org.