Organizing to Effectively Use Recreation and Sports Ministry to Impact Culture

Transcription

1 Organizing to Effectively Use Recreation and Sports Ministry to Impact Culture By John Garner And Wendell Newman Recreation and Sports Ministries LifeWay Church Resources One LifeWay Plaza, Tennessee Copyright 2004 All rights reserved

2 2 INTRODUCTION Every church uses recreation and sports ministry. Every church. It may not be too organized, but all churches do it. Banquets, parties, fellowships, sports teams, church picnics, drama, camping, special celebrations are a part of the life of most churches. People enjoy and need this fellowship and activity. Churches that seek to meet these needs offer opportunities for social, mental, physical, emotional, and spiritual growth. A well-organized recreation ministry with a balanced program will offer opportunities for growth in all these areas to all ages. Doing this with a vision of reaching, teaching and winning the lost requires Kingdom thinking and planning. A recreation and sports ministry that reflects Kingdom thinking will support and help the church carry out the Great Commission of going unto all the world. Kingdom planning seeks to minister to all participants by creatively using the tools of Crafts, Socials, Camping, Sports, Wellness/Fitness, crafts etc., Drama, Music, and Continuing Education. As these tools are thought through, planned for and used wisely, opportunities arise for evangelism, discipleship, fellowship, ministry and worship. This kind of Kingdom thinking will result in numerical and spiritual growth along with the expansion of ministry opportunities and missions advance. Three basic concepts: 1. We live in a leisure oriented culture We have moved away from a work ethic of a generation ago to a leisure ethic that impacts how the church ministers. People no longer work for food shelter and clothing primarily. Their work supports what they do in their free time. In fact, that is why they work to be able to enjoy their leisure to the fullest extent. This leisure ethic is a fact today. Because our culture is so leisure oriented, a well organized recreation and sports ministry will put a church on the cutting edge of touching people s lives in a culturally relevant non-threatening way. Recreation and sports has a way of capturing people s imaginations. If you have someone s imagination, they will be open to listening to you. If they will listen to you, you have access to their mind. If you have their mind, you have a way to communicate to their heart. If you have their heart you can introduce them to Christ. 2. We live in sports crazy competitive world. Sports is the universal language of the world. Sports figures have an almost god-like stature. They have gained a platform to speak on any subject from politics to religion. 90% of Americans watch read about or participate in sports once a month - Seventy- percent once a week. This opens a great opportunity to use sports as a tool to reach masses of people. Competition is inherent in people s work and play. This competitiveness in Christians and non- Christians alike comes from a culture where work in done in a competitive environment. Competition is found in all walks of life. From the classroom, to the little league field and on to the high school, college and professional ranks competition abounds. Competition is a part of every game without it there would be no game. There is nothing wrong with being competitive. The problem arises when we let competitiveness overtake the reason we are participating. We

3 3 let it take the joy of participation out of activity. Often, churches let competition be the reason they play in leagues to be #1! On the contrary, the reason we compete as Christians should be to do our best, to gain the platform and respect of non-christians to be able to speak a word for Christ and impact our competitive culture. 3. We live in an unseeded generation. This generation is growing up not knowing the Word of God. They have not had the Word of God sewn into their minds and hearts. The culture we live in has not read the Word of God and perhaps because of the media are afraid of it and people who do read and follow it. Recreation and sports ministry offers a natural and non-threatening way to reach out with the Word of God. Intentional use of God s Word in every recreation event, as led by the Holy Spirit will begin to break down barriers and foster relationships. The principles of God s word lived out in real life activity will have impact and influence on those who do not know the love of God. The key is being intentional at each event. Because this is were our culture is leisure oriented, competition driven and unseeded, recreation and sports, if used with intentionality, can be used as a tool of first touch to begin a relationship with people. There are many who may not be comfortable coming to a worship service, but who will very comfortable coming to a recreation or sporting event. I Corinthians 9:22 says: I have become all things to all men, that I might by all means win some. This means to the skateboarder, I am going to do skate events. To the quilter I am going to provide quilting classes. To the Fitness, crafts etc. enthusiast, I am going to do Fitness, crafts etc./wellness events. To the parent who desires a camping experience for their children, I am going to do camps. To the athlete, I am going to provide athletics. I am going to do use all the tools at my disposal to reach people with the message of the gospel. Some of these tools may seem frivolous to many. But just as Jesus used the daily life and activity of his culture to teach about the Kingdom of God coming to men s hearts, we to must take advantage of every opportunity to use ever-changing ways to share a never changing message. Churches that use recreation and sports must do so with the intention of developing relationships with the lost and building the fellowship of the church. To be effective there must be some kind of organization to facilitate ministry. Getting organized is what this booklet is about because you cannot minister in chaos. The scriptural admonition of I Corinthians 14:40 says "Let everything be done decently and with order." The order, which allows everything to go smoothly in all directions at the same time, is called organization." It provides framework, stability, and direction. Organization also minimizes conflict, duplication and waste. It involves: *Intentionality--Making sure that the Gospel is presented at every opportunity. *Enlisting--finding the right person for each job. *Delegating--empowering people with responsibility and authority to get a job done. *Nurturing--growing people in a job. *Trusting--letting them carry out the job - in their own way! Involvement in any part gives each person a feeling of ownership in the whole. This gives avenues of expression to many talents, gifts and abilities that meets varied needs of individuals. This fulfils

4 4 the Body of Christ concept found in I Corinthians 12: Each part of the body has a distinctly different function. The overall effort of individual members working together accomplishes the mission of the church. How do churches organize for multi-faceted recreation and sports ministry? The answer is, "In the best way for your church!" There is no one right or wrong way to organize for any ministry, but some basics are apparent for recreation and sports ministry. This booklet will suggest SIX BASIC PRINCIPLES and highlight EIGHT STEPS to help any church of any size get started or to enhance what is already going on. Adapt the implementation of these elements into your situation. They will help you to apply the work of recreation and sports ministry in your church. BASIC PRINCIPLE# 1: THE RIGHT APPROACH It is sometimes assumed that just because it is connected with the church, that ministry would be a natural result of any endeavor. Experience teaches, however, that some precaution will help to assure that the right purpose, a correct theology, and acceptable philosophy must be used. The recreation ministry of a church must have a Christ distinctive. Part of this distinctive is creating an atmosphere where ministry and fellowship can happen. Another part is the broad possibility of personal involvement. There are many opportunities for serving God through the church in the recreation area. Every church member can minister according to gift, talent and ability. The two banners under which recreation and sports ministry marches are: 1. Evangelism of community, region and world 2. Support to all ministries of the church for accomplishing the mission of the church and not an end in itself. These banners have been very small in some parades, and not even seen in others. Recreation and sports ministry is a tool to help the church achieve the Great Commission, which will lead it to evangelize, disciple, minister, fellowship and worship. Biblical for Foundations: (1) Seek every opportunity to reach the lost. I have become all things to all men, that I might by all means win some (I Corinthians 9:22-23) (2) Honor God. "Whatsoever you do, do all to the glory of God" (I Corinthians 10:31). "Discipline yourself for the purpose of Godliness" (I Timothy 4:7). (3) Relate to the whole person. " Jesus increased in wisdom and stature, and in favor with God and man" (Luke 2:52). " I pray God your whole spirit and soul and body be preserved blameless unto the coming of our Lord Jesus Christ" (I Thessalonians 5:23). (4) Create happiness. "A merry heart doeth good like a medicine" (Proverbs 17:22). (5) Use our talents. "Neglect not the gift that is in thee" (I Timothy 4:14). "I am come that they might have life, and that they might have it more abundantly" (John 10:10). (6) Develop the fellowship of the church. "By this shall all men know that you are my disciples, if you have love one to another" (John 13:35). A right approach includes the right kind of enlistment process. You change a program to a ministry at the point of enlistment. You enlist a coach, and how many games you win may be the measure of success of the season. You enlist a person to minister through the coaching, and changed lives will be the result. Enlist a ceramics teacher, and everyone will have pots to give for

5 5 Christmas. Enlist someone to minister while teaching ceramics, you'll still have pots, but the added dimension of ministry. The Pastor Is Key The right approach depends a great deal on the pastor's understanding of the value and validity of recreation used as a tool for ministry. Under his shepherding role, he considers the total ministry of the church. It is helpful if he sees the support, the enlistment, and the catalytic possibilities of recreation and sports in the life of the church. STEP ONE: THE CHURCH VOTES At the beginning, the church should vote in conference to support recreation as a method of ministry to assist the church in accomplishing the Great Commission. This clears the way for the congregation to elect a committee, to designate budget funds for programming, and to publicize in church publications. Through the Church Ministry Leadership Team or other proper channels, a church staff member or layman can bring the recommendation to the Church. This recommendation should explain what Recreation and Sports Ministry is, the Biblical rationale, how it will be organized, what the scope can grow to be and who will be involved in carrying out the ministry. BASIC PRINCIPLE# 2: THE RIGHT LEADER Various sized churches with different staff situations must determine who is responsible for the administrative level of recreation ministry. These three charts relate to the full organization (staff member, ministry team/committee, coordinators, volunteers, and paid staff) as discussed in the following pages. The charts suggest three ways the recreation ministry may be organized. There may be, and often is, a natural progression as a church grows from one chart to the next. In a small church, where the pastor is the only staff member, a layman may be asked to develop the recreation ministry. This "director" should have full responsibility for the recreation ministry. Communication with the pastor and Church Ministry Leadership Team is very important during formative, implementation, and development stages. Periodic conferences will keep things compatible with the pastor and churches concept of the direction the ministry should take. When a church adds a staff member after the pastor, recreation supervision and administration usually passes to that person. The staff member with recreation as one of many responsibilities may choose to continue the "director plan" as the pastor did. He will depend on a dedicated committee and coordinators (See descriptions of committee and coordinator responsibilities). The staff member may or may not attend committee meetings. Having multiple staff assignments, the minister must delegate some programming and authority for quality ministry in all areas to take place. Many churches with active programs (even with a gym, open only when programmed) work successfully with this arrangement. The point at which a church should have a full-time recreation and sports minister is when it has a comprehensive program and/or a complex "drop-in anytime" facility. This person's role will be to orchestrate the ministry. He/she still should be very dependent on the Recreation Ministry Team/Committee, volunteers, and possibly paid staff, for successful ministry and operation. This person should be seen as a minister of the church who is in charge of a ministry area.

6 6 In all these situations, the personality of the church and the personality of the minister will determine the design of the committee and its effectiveness. STEP TWO: DESIGNATE SOMEONE TO BE RESPONSIBLE The church personnel committee, church council, or the pastor should designate the person with responsibility for the recreation ministry. Just as with any leadership position, with the responsibility should go the authority and budget support to do the job needed. The church in conference should approve this designation. BASIC PRINCIPLE# 3: THE RIGHT FRAMEWORK To be successful, it is necessary to develop a system for implementing, maintaining, and developing the ministry. The size of the organization chart will be in proportion to the size of your church and the aggressiveness of the program you project. There are four elements in the framework under the leader: (a) the ministry team/committee, (b) the coordinators, These make up the Recreation and Sports Ministry Committee. Add to these the Lead Teams and (d) the paid staff and an effective leadership team can begin to function and minister. STEP 3: ELECT A RECREATION MINISTRY TEAM/COMMITTEE For recreation and sports ministry to function with ease and intentionality, there are four elements in a framework of leadership: (a) the ministry team/committee, (b) the coordinators, These make up the Recreation and Sports Ministry Team. Add to these the Lead Teams and (d) the paid staff and an effective leadership team can begin to function and minister. 3A. THE TEAM/COMMITTEE The core of any recreation organization should be a small carefully chosen group. You should draw together the best persons in your church to administer the recreation and sports ministry. The staff person responsible should have major input into who is chosen for this assignment. These persons should: (l) be committed Christians, (2) be active church members, (3) have a ministry concept of recreation and sports, (4) understand the inner workings of a church, (5) be dedicated to reaching and growing people for God, and (6) have the time necessary. The Recreation Ministry Team/Committee should be made up with diversity of interests. Members should not all be professionals, nor all sports-oriented. They should represent several membership elements in the church. The Ministry Team/Committee will rotate just as others in the church do. It should meet regularly, at least quarterly, or monthly if needed. The word "ministry" should be in this leadership team s name. This is important, as it will help teach and communicate the intent of everything that is done. It should be noted that for ministry to happen, it must be intentionally planned into each recreation event. Functions of the Recreation Ministry Team/Committee 1. Advise the staff member with recreation responsibility or the Recreation and Sports Minister. 2. Develop and protect the purpose, philosophy, theology, and Policies for the recreation ministry. This should be approved by the church leadership and by the church in conference.

7 7 3. Enlist coordinators to develop major areas of involvement and programming. 4. Receive and consolidate calendar dates, leadership enlistment, and budget recommendations from coordinators. 5. Be responsible for long range planning. Serve as a sounding board for new ideas. 6. Focus recreation events on evangelism of the unsaved, outreach to prospects, in-reach to inactive church members. 7. Insure that every aspect of church recreation and sports ministry: (a) honors God, (b) is in harmony with the church's purpose, and (c) channels people into church program organizations and church membership. 8. Make personal growth available through self-improvement classes, leadership roles, and events that provide strengthened relationships. 9. Be vigilant to see that ministry is the purpose of the team s/committee s and program's existence. 10. Provide a balanced calendar to insure that the ministry is wellrounded, functional, and not dominated by any person or program area. 11. Provide a proper atmosphere where ministry can happen. 12. Maintain facilities, maximize their use, and project needed improvements. Designate one team/committee member as chairperson. The chair should work with the church staff member in administering the overall recreation and sports ministry. He/she will preside at meetings, and represent the committee on the overall church leadership team and at the budgetplanning meeting. The chairperson will work with the staff member assigned to help coordinate calendar dates to the church office. Consider the possibility of using the Recreation and Sports Ministry Team/Committee in an administrative/advisory capacity. A cream-of-the-crop group of three persons would (1) work well in most churches, (2) be easy to get together, and (3) streamline many procedures. Especially in a larger situation, the advisory group will give breadth, and be great help to the staff member. Coupled with a capable and dedicated group of coordinators, it's a combination that can produce a wonderfully varied ministry to all ages. In some situations, a person will serve simultaneously as a coordinator and be on the Recreation and Sports Ministry Team/Committee. However, when the committee is made up of coordinators, they may not be as objective as the separate advisory committee that receives wellthought-out plans and recommendations from various coordinators. For instance, the sports person may not be interested during discussions about the craft program. A committee member/coordinator may rotate off the committee and continue to serve as coordinator. 3B. THE COORDINATORS Every coordinator enlisted with ownership in a ministry area will become an aggressive force to help in the church's goal of meeting needs and ministering. Each coordinator should meet and plan regularly with the staff member whose role, as an enabler is to make the coordinator's personal efforts more fruitful.

8 8 Having a job description for each coordinator will help them understand their function and clarify responsibilities. It will help at the point of enlistment to communicate the possibilities and expectations of the assignment. Copy it and substitute the name of any area of recreation ministry. COORDINATOR S J O B D E S C R I P T I O N (Fitness, crafts etc.) Coordinator l. The (Fitness, crafts etc.) Coordinator will be a professing Christian and an active member of the church. 2. Ministry and evangelism will be seen as the desired product and successful (Fitness, crafts etc.) as the desired Bi-product. The coordinator will accept The (Fitness, crafts etc.) area as his/her ministry and be responsible for meeting spiritual needs as found among participants while developing the (Fitness, crafts etc.) program. 3. The coordinator will work to insure that (Fitness, crafts etc.) activities well-represent Christ and the church. 4. The person will have the time necessary for the task. 5. Regular planning will be done with the assigned staff member. 6. The (Fitness, crafts etc.) Coordinator should have interest, experience, and knowledgeable of the (Fitness, crafts etc.) area. Through study and involvement, the coordinator should stay current. 7. The (Fitness, crafts etc.) Coordinator will be responsible for the enlistment of Lead Teams (teachers, assistants, and others) necessary for the smooth completion of attempted projects. These enlisted persons should also comply with 1 and 2 above. They will cleared through the committee before enlistment. Leadership will be enlisted before promotion begins. NOTE: When it is necessary or desirable to enlist an instructor who is not a church member, a church member will be enlisted as a convener to insure the ministry in the class. 8. The (Fitness, crafts etc.) Coordinator will be responsible for involving leadership in training opportunities to insure quality instruction and ministry effectiveness. 9. The coordinator will project a workable budget for the (Fitness, crafts etc.) area. 10. The coordinator is responsible to see that accurate records of expenditures are kept, to provide a procedure for collecting fees, and to delegate the collection of fees. 11. This person should seek to provide a well balanced (Fitness, crafts etc.) ministry for all ages and interests. Activities should be recommended to the recreation ministry committee for inclusion in the church calendar. 12. Necessary equipment should be projected and secured through church purchasing channels before events are scheduled. 13. Immediate evaluation of events with the leaders involved will assure excellence and improve ministry. Notes for future adaptations should be filed with an event summary. G-R-O-W-T-H! The organization should grow as the church and ministry grow. Add coordinators as needed and as interest permits. Some possible areas of coordination are: Camping Children Clowning Crafts Drama Facility Family Fitness, crafts etc. Handicapped Puppets Retreats Senior Adult Singles Sports Social Recreation Volunteers Youth

9 9 Lead Teams: Concept: Lead Teams function only during an event planning or season and then are disbanded after the event is over. For instance, the sports coordinator can enlist Lead Teams to coordinate specific areas, such as league sports, individual sports, intramurals, baseball, volleyball, etc. These meet as separate subcommittees. They may plan and or do help produce the event. Afterwards, their job is over and the Lead Team is dissolved. This concept works well in our leisure oriented culture. 3C. VOLUNTEERS (usually working in a recreation facility) If your program calls for the use of volunteers, it is important that you have a workable plan. Two keys to success are: (1) the person knows well in advance when and how long his/her assignment will be, and (2) there being something specific to do or accomplish. A volunteer manual (see sample in Operating Manual for Church Recreation Centers) will give full development of this area. From the Recreation Ministry Survey (see sample), compile a list of all potential leaders and helpers. Arrange them by job interests and times preferred. Correlate this information with jobs and times when volunteers are needed. There are many plans and adaptations. One plan assigns a person or couple (husband/wife or friend/friend) to a specific day of the month. For example, Mr. and Mrs. Jones would know that they would work the first Tuesday of every month. It takes thirty persons or couples for Monday through Saturday operation to fill one daily shift for one month. Once the volunteer coordinator has them enlisted...if you keep them happy...maintenance is minimal. An "owe me list" facilitates the inevitable times when folks need to miss their assigned monthly shift. This also fills the spot with trained personnel. (When Mr. Jones calls the volunteer coordinator or recreation secretary and cannot work one shift, his name is added to the bottom of the "owe me list" and the person at the top of the list is called.) This plan works with less administrative involvement than some. Some have their volunteers find their own substitutes. Other plans include the "Small Group Plan." For this you divide up the times and assign them to each small group bible study unit. They use their members who volunteer. And there's the "Don't Call Us, We'll Call You Plan." All volunteers are on a master list that is set up periodically by the volunteer coordinator or recreation secretary. A very creative approach to volunteer help is the "Young Timothy Plan." A limited number of youth can apply for participation. When accepted they must go through training and donate 90 hours per year (most do more) to the church. That's a lot of hours of checking out equipment, making phone calls, and supervising activities (plus good training in servanthood). 3D. THE PAID STAFF The fourth part of the framework is the paid recreation support staff. This may include ministerial, clerical, supervisor, and janitorial persons or groups. This element of organization may be exclusive to churches with recreation facilities. Here it is only mentioned for placement in the overall picture. It is important to note that when the program grows to a point of need and/or a building is built, a support staff may need to be employed. This will enable the minister to be more than a building operator. The minister must have the help needed so he/she can do other ministerial responsibilities and necessary planning to keep the ministry going and growing in the right direction.

10 10 Staffing can often be accomplished on a part-time basis using college students or senior adults. (Additional staffing information is in the Operating Manual for Church Recreation Centers, available from the LifeWay Christian Resources Recreation and Sports Ministry see resources addendum.) BASIC PRINCIPLE# 4: DETERMINE THE RIGHT INVOLVEMENT Unless you know the needs, it is difficult to meet them. A good survey, properly taken, and tabulated will produce a program that will fit the expressed needs of your people and the objectives of the church. A survey will allow participants to get involved at the points of their greatest interests. These suggestions on taking surveys may help: 1. The survey will create an accurate picture of people's needs if it tracks different levels of interest,. Each survey should list various activity areas. Beside each activity area three columns will indicate who: 1. Would like to participate 2. Am now participating in 3. Can teach/provide leadership 2. Customize the survey to what can reasonably be offered in the next two or three years. Compile your list of: (A) Things already being done. (B) Things that can be done (according to equipment and facilities available). 3. Dividing items into categories will make it easier to take. 4. The best returns are obtained in group-directed completion, such as in Sunday School groups. The recreation and sports committee can show great support for the Sunday School by helping SS leaders accomplish their tasks through the survey. 5. Determine the best date to take the survey. Begin preparation at least two months in advance. 6. Meet with Sunday School leadership to share benefits from the survey, i.e., reaching inactive members by meeting needs and involvement, attracting new people because of well-rounded, ministry-oriented program, etc. 7. Train committee members and coordinators to direct the taking of the survey. In each older youth and adult department they will: (a) explain concept of recreation and sports ministry (b) talk about opportunities for involvement (c) walk through the how of filling out the survey 8. The class secretaries or outreach leaders can mark off on pre-prepared lists all who complete the survey. 9. For the next 3 Sundays, the class outreach leaders will ask those present who have not done so to complete the survey. 10. During the next week, someone from the class will follow up with a visit to the home of all who have not attended in the four weeks. They will share excitement about new opportunities and ask them to complete the survey. This positive interest in their needs could bring them back into the fellowship of the church.

11 Weekly follow-up of new members will keep your survey current. Use the new member packet or mail or take copies for family members to the home. A phone call should follow up on cards from the new member packet if not returned in two weeks. 12. Tabulate the results on your computer (any data base program can help you set up member profiles) or If you do this manually, on an 18-column analysis pad. Manual Tabulation: Title a column for each item in the survey. Put the person's name under every item checked, with the number indicating level of interest, i.e., a glance at the ceramics column will tell you "Mary Jones 1,3." This tells you she already knows how to do ceramics and could teach. Your completed tabulation will give you: (a) how much interest in a given area, (b) level of experience [should you offer beginner or advanced class (c) potential leaders, and (d) a target mailing list by interests. 13. Survey should be taken only every 2 or 3 years. 14. Design your survey on 8 1/2 x 11 inch paper with the name down the side. This is easily stored in a vertical file. Computer Tabulation: If your church's membership data base accommodates a member personal interest profile, you can designate profiles for each area of recreation and sports ministry according to the areas of interest or leadership an individual marks on the survey. These profiles are stored in the computer. When an activity is offered, you can ask for a print out of those interested in participating or those who marked that they could provide leadership. STEP 4: TAKE THREE SURVEYS Conduct the survey of 1. People s needs, interests, abilities, and desire for leadership involvement. You will list various activities under several areas of recreation and sports ministry. Under each area you will ask the participants to check one of three boxes: Now participating in, I am interested and Experienced, could provide leadership. From this survey you find potential participants for each activity and potential leaders. Simultaneously, the committee should research 2. Your church facilities that are available for use by the recreation ministry. This includes rooms in the church which can be used multipurpose for crafts, games, etc, 3. Public and private community facilities such as nearby school gyms, city, state and national parks, private businesses or other sites that are available to the church. BASIC PRINCIPLE# 5: THE RIGHT SCOPE Potential must be measured by a realistic look at the size of your church, the available budget funds, and an achievable amount of calendaring. The next four steps will bring this into focus for most situations.

12 12 STEP 5: DECIDING PROGRAM DIRECTION Check the areas of recreation your church is already programming. Camping Crafts Adv. Recreation Social Retreats Family Drama Facility Clowning Volunteers Puppetry Children Sports Youth Intramural Singles League Adult Individual Sr. Adult Fitness, crafts etc. Handicapped Extreme Sports Trips Decide from the areas checked which areas to develop first. Begin with those you are sure will succeed and that can be administered properly. This will insure instant success and church awareness. Force yourselves to do a little long range planning...project to add one or two areas each year, as leadership can be trained and equipment purchased. This will keep the program growing and add new interest. STEP 6: ENLIST COORDINATORS In the blank beside each checked area in Step 5, list persons already involved as leadership in that area. (This will assure natural flow and use existing leadership.) Think of other possibilities. Use the survey results. Decide the best person to be coordinator for each area. Enlist for a oneyear renewable term. At the point of enlistment, use the coordinator's job description. The church may wish to elect the coordinators. STEP 7: DEVELOP A BUDGET Scope is definitely affected by available budget funds. We must be good stewards of tithes and offerings. Start with an evaluation of past performance: (1) How effective was the program? (2) Did you stay within the budget or go over? (3) Is this program projected to be larger or smaller next year? (4) Estimate, with investigation, what it will cost to do. Every budget has three main purposes: 1. Set ministry direction for the budget year. 2. Establishes priorities for the next year. 3. Sets calendar for the new year. In this plan, budget is started with a clean slate no calendared events and not budgeted amount assumed. This is a zero based budget plan. The steps to zero based budgeting are as follows: Start at Zero (new calendar and new budget sheet) Evaluate each ministry event What was successful? Did the event meet goals? Were there tangible results?

13 13 Look at future needs Should we add new ministry events? Do we need to expand existing ministry? Do we need to drop an event? Establish cost for each ministry event Establish charges to participants (if any) for each ministry event Build ministry calendar as evaluations and budget are considered Budget and calendar is presented at the same time Costing Budget Events: Three costing plans: 1. Church pays everything: almost no one can afford this plan 2. Participants pay everything: discourages participation 3. Combination of the two: seems to work the best Most churches use the combination plan Church pays some costs Participants pay some Some Items - cost recovery and participant bears all costs Some Items subsidized: church pays part, participant pays part Excess goes back into ministry SAMPLE WORKSHEET: CHURCH RECREATION MINISTRY BUDGET 100. ADMINISTRATION $ 10. Support Staff 1. Salaries 2. Training 20. Committee/Leader Training 30. Printing/Promotion 40. Office Supplies 50. Postage 200. RECREATION MINISTRY AREAS $ 10. Camping 20. Crafts 30. Drama 40. Family 50. Fitness, crafts etc. 60. Retreats 70. Senior Adults 80. Social 90. Sports l. Intramurals 2. Leagues

14 FACILITY $ 10. Maintenance 20. Utilities/Contracts 30. Repairs/Improvements 40. Equipment 400. MINISTRY SUPPORT $ 10. Concessions 20. Shirts/Jackets Purchase 30. Skating 500. SUBTRACT EXPECTED INCOME $ 10. Concessions 20. Shirts/Jackets 30. Skating 40. Fees (Bldg. use, classes, lockers) TOTAL BUDGET FUNDS NEEDED $ The above is a skeleton on which to build a budget. Customize by adding or deleting items. Each item can be broken down into further detail, i.e., DRAMA--Puppetry, Clowning, Pageant, etc. STEP 8: PLAN A BALANCED CALENDAR A vital function of the recreation ministry is to provide for all ages a well-rounded calendar of activities. Look at all that would be going on in one year with a basis of five coordinators with minimal activity in each area: CRAFTS: SOCIAL RECREATION: A Crafts Fair All Church Fellowships 6 Skills Workshops All Church Picnic Needlework Class Spring Banquet Fall Festival DRAMA: Christmas Pageant Fun Drama Fellowship Devotional Drama for Department Assemblies FITNESS, CRAFTS ETC./WELLNESS: Aerobics Classes Walker's Club Nutrition/Weight Management Classes Stress Management Classes SPORTS: Intramural Volleyball League 3 Skills Clinics Men's Softball Team Ladies' Softball Team Men's Basketball Team Golf Tournament Tennis Tournament

15 15 Sr. Adult Wellness Emphasis Fit4 This is major involvement in multi-faceted ministry that will appeal to many types of persons. Additional events and coordinators will add interest and multiply those who participate. Suggestions for successful calendaring: 1. It should complement the existing program of the church. 2. It should include church-wide activities. 3. It should be coordinated with the church council to avoid scheduling conflicts. 4. Consideration should be given to community and denomination events 5. Use progressive planning. Don't try to do everything the first year. 6. Use "event isolation planning." On a blank calendar put everything it takes to do one event. Transfer items to your master calendar. 7. To avoid burn-out: Don't repeat the same things over and over. Keeping fresh and creative produces high interest and meets new needs. Enlist leaders for a specific time. Renew if effective. Use understudies to a good leader. No perpetual events. Start and stop everything. Cluster events to appeal to a broad cross section. On one night have for adults--craft fair; for children and youth--skating, and a movie; for everyone--spaghetti supper. RECREATION MINISTRY EVENT POSSIBILITIES Tired of doing the same old things? Is your programmer stuck on "same song, forty-second verse?" Is burn-out running rampant in your column in the church paper? Is the green growth on the cutting edge of your ministry really mold? There is a Formula that Says: SOS=SOR, or Same old stuff equals the Same Old Results. No one wants to be caught in that trap. Look at all these ideas! There are more than you can possibly do...this year anyway. These will probably suggest others...have fun, and good ministering! Camping and Outdoor Sailing Senior Adults: Chautauqua Conferences Historic Places Sightseeing trips Snow skiing Sporting Events: College High School Professional Sporting events: Swimming Tennis Tournament Tubing Water Skiing Zoo Activities Away from Church Bike hikes/trips Bird Watching Boating Camps: trip, day Canoeing Cycling

16 16 Camps: family, resident, sports Deep Sea Fishing Diving Family camp-out Fishing tournament Float trip Golf Tournament Hiking Horseback riding Horseshoes Hunting/Hunter Safety Ice Skating In-Line Skating Mission Ideas: Concerts Crafts at park Day Camp Mobile Rec Unit Volleyball Sports Clinics Nature Study Playday picnic Playgrounds Putt-Putt golf Retreats Gymnasium Activities Aerobics After-School Program for Children All-night parties Archery Badminton Banquets Basketball: Clinics, Christmas Tournament, Free-throw Contest Intramurals, League, On skates, Wheelchair, Hot-shot Contest, Three-On-Three Leagues Bike Rodeo Cheerleading Class Dinner theatre Dodgeball Elementary Fun Day Fellowships Fencing Football: Flag, Touch Four square Frisbee fun/golf Game Night Golf Clinic Gymnastics Handball Hockey on skates Indoor Track meet Jogging Judo Karate Lock-ins Men's Noonday Exercise Mother's Day Out Movies Officiating Peanut Patch Olympics Ping Pong Preschool Recreation Racquetball Recreation for: Children's Choir Children s Ministry Ministry Relays Roller Skating Roller/In-Line Hockey Self-defense Class Shuffleboard Skateboards Sports Clinics/Camps Basketball Soccer Volleyball Cheerleading Baseball Football Tennis Superstar Olympics Tennis: Lessons, Leagues Doubles Tournament Mixed Doubles Tournament Singles Tournament Volleyball: Youth

17 17 Clinics, Intramurals, League, Sunday School, Three-man, Blind, Walking Club/Program Weight Training Wiffleball Wrestling Craft Ideas/Classes Banners Batiking Brass Rubbings Bread Dough Art Cake Decorating Calligraphy Candle making Ceramics China Painting Chrismons Christmas Decorations Coin Collecting Cooking Classes Craft Fair Creative Stitching Crewl Embroidery Crocheting Decoupage Dip and Drape Drawing Floral Arranging Fly Tying Home Decorating How to: Auto Repairs Furniture Refinishing Plumbing Repair Jewelry Making Knitting Lace Darning Leather Craft Macrame Magic Model Building Needlepoint Oil Painting Party Foods Photography Pine Cone Wreath Pottery Puppet Construction Quilting Rag Baskets Recipe Clinic Sculpture Sea Shell Collecting Sewing Class Silk Flowers Silver Making Sketching Smocking Stained Glass Stamp Collecting Stenciling Taxidermy Tennis Shoe Art Tole Painting Tying Scarves Wallpaper-hanging Class Weaving Woodworking Family Night Ideas/ All-Church Activities Children's Cookie Bake Church-wide Picnic Covered-Dish Supper Crafts Fair Dinner Theatre Drama Classes Family Camp-out Field Day Activities Game night Health Services Night: diabetes screening medical screening blood donations check blood pressure Height/Weight Hobby Show Home Movies/Slides Homemade Ice Cream Men's Cake Bake Contest Movies Musical Drama Novelty Band Pet Show Pie-eating Contest Pizza Party Senior Adult Luncheons and monthly meetings Skating

18 18 Video Night Social All Church: Banquet Fellowship Picnic Breakfasts Coffee & Donuts Coffee & Donuts for Sunday AM Covered-Dish Supper Family Night at the Church Hayride Talent Night Tasting Bee Valentine Banquet Watch Night Watermelon Cuttin' Womanless Wedding Team Sports Basketball Soccer Softball Team Handball Volleyball Walleyball Ideas Not Listed Elsewhere Computer Classes CPR Classes English Classes for Internationals First-Aid Classes Health Services Blood Pressure Checks Weight Monitoring Health Fairs Nutrition Counseling First Place (Nutrition) Language Classes (Sign/foreign) Life Guarding Classes Mother's Day Out Officiating Class Getting On-line Classes Sports Banquet Tax Preparation Seminar Wild Game Dinner Drama Activities Acting Clowning Costuming Directing Improvisation Lighting Make-up Mimes Monologues Pageants Play writing Puppets Sets Skits Sound systems Speech choir Storytelling Writing A BALANCED PROGRAMMING CHART: A good check to help balance the calendar is to make a chart with vertical columns for each month and horizontal rows for each area needed. Example: Jan Feb Mar Apr May Jun Camping Crafts Sr. Adults Social Sports

19 19 Some replace the Months with various programming ages groups. Such as Pre-school, Younger Children, Older Children, Jr. High, Sr. High, Single adults, Young Adults, Median Adults, Sr. Adults. This approach assures a balanced program for all ages. BASIC PRINCIPLE# 6: THE RIGHT TRAINING Proper training can enhance every leadership role. Being aware of an area of need in the program, discovering the right person and finding the right training opportunity can boost the program significantly. Strategic long range planning is edified in the fact that it allows the enlistment of qualified, willing, teachable persons, growing them through training, then putting them in a teaching role at the right time. Remember that TIMING IS IMPORTANT in leadership training. Training Opportunities LifeWay Christian Resources Recreation and Sports ministry makes training available for volunteers, church staff, and other leaders. To add your name to the program mailing list for these and all event brochures or for details about events listed below, write or call LifeWay Christian Resources Recreation and Sports Ministry at the address or phone number below. *REC LAB--Offered once a year for church staff, denominational staff, volunteers, and students interested in the church recreation field. Write or call the Church Recreation Program for specific date and location. *SEMINARS are held for special needs and interest groups at LifeWay Christian Resources and regionally throughout the country. Specifically the Recreation and Sports Ministry Facility Design and Programming Seminar (usually in September). *National, STATE and /or REGIONAL CONFERENCES are available. For information contact us at the addresses below. Resources The Recreation and Sports Ministry program at LifeWay Christian Resources produces many training resources to assist you in recreation and sports ministry. For a complete and up-to-date catalog of available products and prices, write the Recreation and Sports Ministry at One LifeWay Plaza Nashville, TN Or call toll free for ordering or information. us at info@lifeway.com. For more information and helps see: Use the internet to view Recreation and Sports Ministry Pages on The only web pages published and designed specifically for recreation and sports used as ministry. Every month, these pages are updated with practical help and ideas in every area of Recreation and Sports Ministry. ADDENDUM 1: I NEVER SAID IT WOULD BE EASY... Organization may not be easy. The suggestions here may have to be greatly adapted to work in your situation. There is no one right way to get this job done. There are many other possibilities not listed in here. A new staff member may discover an established, dug in committee. It may be necessary to live with and work for a while with the existing structure, then begin to help them to see new approaches to ministry through recreation. In some situations, there may be persons in

20 20 long-standing roles that seem to be in real conflict with a new ministry approach. Remember that the person in the long-standing role also needs to be ministered to. ADDENDUM 2: LEADERSHIP STYLES VARY... AND THAT IS OKAY Personal leadership style will impact the results that follow. Committee/lead team chairpersons, staff members, coordinators and volunteers leave their footprints in every relationship and event. There are many styles. One is worthy of mention that most of us in church work can profit by. Frank Heart Pogo Smith said the best leadership approach is "the theory of lazy leadership." It is to basically give your job away. It is really a paradox. For as you give your job away, the ministry grows. The opposite is the staff member or chairperson or coordinator who personally does everything. When you finally admit it (sometime in mid-life crisis), one person doing everything limits the amount of things that can be accomplished. The problem with the mega-personality leader or the person who is insecure is that both dominate everything. Either will limit results and possibilities. Both limit the joy of involvement and achievement to one or a few designated hitters. It is an exciting thing that happens when many people get involved in ministering to others through recreation. ADDENDUM 3: BIGGER IS NOT ALWAYS BETTER... There is a mindset that that says a bigger program, a better facility, a larger budget will end all problems - WRONG! Along with bigger anything comes bigger problems. Count your blessings, bloom where you are planted. Ask the Lord how you can use Recreation Ministry to reach your community. Sometimes the smallest situations are the ones that do ministry best! Look around, are you using what you have access to now? Are you taking advantage of opportunities both in and outside the church? The Lord is the God of Creativity. Ask him to make you creative right were you are, then Just do it!