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Before you or your church donates, recycles, or repurposes old computers, make sure you erase all the personal data on it. This can be a time-consuming task, as well as confusing for novices. Here are some items to keep in mind as you consider wiping your hard drive clean. 1. “Trash” and “Recycle Bin” Does Not Mean Erased. BACK UP YOUR FILES before you begin! Backup options include either a cloud account or an external hard drive. 2. Deleting does not mean erasing. Many people think deleting information by moving files to the “Trash” or “Recycle Bin” erases them from the operating system. It only removes them from the directory, hiding them. The files can be reconstructed; thus the computer isn’t truly “cleaned” of important files. 3. Don’t just erase – overwrite! To wipe your computer clear of personal files, overwrite the data so it cannot be recovered. Overwriting means to record or copy new data over existing data. Data that is overwritten cannot be retrieved. Do this at least three times, more if you are very concerned about security. The easiest way to wipe your hard drive clean is to buy a program that will lead you through the process of overwriting your data. Be patient. It may take several hours to overwrite a hard drive. TIP: Use programs that meet the US Department of Defense Media Sanitization Guidelines. Look for programs that meet or exceed these guidelines. 4. Keeping Your Operating System and Software. Formatting or overwriting the hard drive will erase files and software from your computer. The operating system and software will need to be reinstalled if the computer is to be used again. Make sure you have access to those programs to reinstall them. There are overwriting programs available that allow you to select files and programs to erase. This is only advised if you have a good understanding of computer directories. 5. SSD or HDD? There are different methods for cleaning a conventional magnetic hard drive (HDD) versus a solid-state drive (SSD). SSDs have built-in programs and systems for wiping information. Many of the major technology producers began offering SSD in their consumer PCs and laptops starting in 2009. Make sure the program you select will work with an SSD, if you have one. GCFA’s IT Services Department offers a wide range of services - including backup and recovery solutions - to local churches, annual conferences, and agencies. We are committed to supporting the servant ministry of all those working within the United Methodist connection to spread the gospel of Christ with the technology of today. Call us for a free IT assessment or to inquire about our other services today: 1-866-367-4232 or ConnectionalRelations@gcfa.org.

If you are about to plan a large-scale meeting or are just curious about the world of professional event planners, take a look at the top five questions GCFA’s meeting planners are asked. 1. I am planning my first large-scale meeting. Help! No problem! Our meeting planning professionals have decades of experience to draw upon to help you get started on the basics for your next meeting with over thirty participants. Keep these in mind as you begin your pre-planning. The scope of the event – What are your goals? How would you define “success” at the end of your meeting? Timeline – Pre-event, during the event, and post-event estimated dates and deadlines? Location - Will attendees travel by plane or car? What size venue will you realistically need? Budget – How much do you have to spend? Will you charge registration fees? 2. What is an “RFP” and what should I include in one? A Request for Proposal or “RFP” is a solicitation by your organization to potential suppliers. You ask for a service (hotel guest rooms, meeting space, food, and beverage, etc.) and prospective vendors submit business proposals to offer you that service. Send out an RFP to potential venues and vendors as soon as you have confirmed dates. Give a detailed overview of your group, preferred dates, and offer multiple options such as – the number and type of hotel rooms, food, meeting rooms/space, and all other relevant meeting details. List concessions you would like (breakfast included, suite upgrades, etc.) and non-negotiable contract terms (ex. 80% attrition). Provide a due date, decision date, and your contact information. Review proposals submitted and remember to negotiate what is important to you. 3. What should I consider when negotiating with a venue for our meeting? Hotel room rates Meeting space costs Food and beverage minimums Non-negotiable terms Parking Resort fees Audio/visual costs Wi-Fi costs Airport transportation Penalties And more … 4. I have planned the goals of my meeting. I have a venue chosen. Now, what do I do? The nitty-gritty work of meeting planning logistics begins now. Planning ahead will help your meeting run smoothly. Liaison with hotel or convention and other vendors and clarify as many details as you can. Here are some particulars to consider. What are the meeting room set-ups with audio/visual requirements? What signage and other vendor services will be in place? Does attendee registration capture all the information needed for the vendors and the program itself? Are there changes that need to be made to the rooming list? Is ground transportation arranged for arriving flights? Are food and beverage numbers and dates/times confirmed? There is a lot to consider; however prior planning prevents poor performance! 5. There is so much to do for our upcoming meeting! Can you clone me so I can get everything done? We cannot clone you, but we can help you! GCFA’s meeting professionals can help manage the event logistics for your organization so you can concentrate on making sure the goals of your meeting are accomplished. We can provide complete on-site management, on-site attendee registration, auditing services and review of bills on a daily basis. Our meeting professionals can ensure vendors are living up to their contracts and deal with problems that arise. Our registration software and mobile app can save you money and make it easy to keep track of and communicate with your participants. GCFA’s Travel and Meeting Planning Department can help you to focus your time and energy on doing God’s ministry by taking care of the administration of your meeting, event, conference, or assembly. From pre-conference RFP, site/venue location and travel arrangements to conference support including development of registration websites and post-conference billing and invoicing, we make event planning easy for you. Contact GCFA Connectional Relations at (866) 367-4232 or ConnectionalRelations@gcfa.org for more information.

Learn 10 truths that you will help create healthy church financial practices. These practices will help create legacy donors and give you examples why to be fully transparent with your congregation.

On December 10, 2018, the Internal Revenue Service (“IRS”) announced “interim guidance regarding the treatment of qualified transportation fringe benefit expenses paid or incurred after December 31, 2017.”1 As part of this guidance, the IRS has addressed how nonprofit organizations should calculate the amount of unrelated business income they must report because of changes made by the Tax Cuts and Jobs Act to the tax treatment of certain employer-provided fringe benefits, including “qualified parking.”

As United Methodists, we hold meetings and events to support our ministries and to fellowship with one another. In attempts to hold down the administrative costs of these meetings, we often rely on faithful volunteers or add these additional responsibilities to our staff. For meetings of forty or less, this arrangement may be the right course of action. However, for larger events, GCFA’s Director of Travel and Meeting Planning Melanie Payne recommends hiring a meeting planning professional to save money and time. Below are six things to look for in any meeting planning professional. Knowledge. An experienced meeting and event planner has worked with clients on different types of meetings and events. In addition to helping you budget accordingly for your meeting, they can act as a sounding board about what has worked in their experience. They will present you with the best choices that keep the event on budget. Vendor Relationships. Your planner should have a stable of caterers, venues, and event-related vendors they can call on to fit your meeting needs. Professional advice on prices and quality of services are invaluable and are another way they can save you money. Negotiation Skills. With plenty of contacts, an experienced planner can negotiate the best deal for you. They know which vendors would be willing to work with you on prices and discounts. You are paying for the planner’s contacts and relationships within the industry. Contract monitoring. A planner makes sure vendors are living up to their contracts. The planner will also review all the bills to make sure your event is on, or under, budget. They can handle emergencies that may arise and troubleshoot to prevent disruptions of service. Time Savings. Time is one resource we can never get back. Hiring a planner will save you time and energy. They can handle major details like rooming charts, and minor details like floral arrangements. When you leave the administrative tasks to the planner, you can channel your energy into the work God has called you to do. Being sure that your planner has the knowledge and relationships can assure you of time savings. Creativity. A great event looks and feels effortless. To make that happen, it takes a lot of planning and attention to details: picking the right place to hold the event, making sure the empty venue is transformed to meet the meeting’s goals, and making attendee logistics as simple as possible. Planners can advise staff working at the event on proper protocol and etiquette for the meeting. These steps will assure your attendees are cared for, you are able to concentrate on the work of the meeting or event, and staff will be able to conduct their work. GCFA’s Travel and Meeting Planning Department can help you to focus your time and energy on doing God’s ministry by taking care of the administration of your meeting, event, conference, or assembly. From pre-conference planning to post-conference billing and invoicing we make event planning easy for you. Contact us for more information at connectionalrelations@gcfa.org.

Performing a general information technology assessment within your ministry and/or organization is crucial. You have data that needs protecting. You can use help in streamlining administrative processes, which gives you more time to concentrate on being with those souls entrusted to your care. Executing information technology (IT) assessments can aid in documenting the network, identifying security vulnerabilities, and ensuring proper performance. Your reviews can also help find ways in which technology can improve productivity and your bottom line.

As our certified Audio Visual (A/V) staff have traveled to annual conferences and local churches, several common questions have arisen regarding A/V equipment and services. Digital Event Specialist Corey Wills answers questions he is most commonly asked. Download Now

Fire and natural disaster – two ways a church’s data could be compromised. Unfortunately, identity theft, ransomware, and digital breaches are also ways a church’s sensitive assets can be stolen or burglarized. However, there are steps a church can take to minimize the occurrence of digital poaching within its IT systems.

Fire and natural disaster – two ways a church’s data could be compromised. Unfortunately, identity theft, ransomware, and digital breaches are also ways a church’s sensitive assets can be stolen or burglarized. However, there are steps a church can take to minimize the occurrence of digital poaching within its IT systems.

It can be easy during the rush of our day-to-day lives to stop and make sure that the financial administration of your local church is being done correctly. The finance experts at GCFA have put together a few tips to make sure your church is committed to financial best practices to avoid errors and prevent fraud. Take a moment to peruse this list and see if your church is compliant. 1) Vacations or breaks should be required for all employees, and their duties reassigned to others in their absence. Duties, especially deposits, payments, and reconciliations, should not wait until they return. 2) Petty cash should be minimized or eliminated. If used, establish procedures and a maximum amount that may be used at one time. All uses should be supported by invoices with proper approval. An unscheduled count or reconciliation of petty cash should be conducted periodically. 3) Your church should perform routine criminal or financial background checks on all persons handling money or recording financial transactions. 4) Lastly, if something looks strange….question it! As a steward of the church’s money, be vigilant and curious. A church’s finances should be able to withstand transparency and scrutiny from anyone -- including its own members. And serve each other according to the gift each person has received, as good managers of God’s diverse gifts.– 1 Peter 4:10 CEB

Click on the link below to discover a useful roadmap of the best practices to achieving good accounting controls.

Having a church budget is a necessity to keep the doors open and the lights on, but a church budget should also help accomplish the goals of your ministry. Before starting with numbers and pen to paper, start with your vision. Vision What is the Vision of your congregation? What work has God been calling your church to do? This will help if you have to make tough resource decisions regarding programs or ministries. You will need to know how additional or fewer resources may affect each area. Identify specific goals Involve Ministry Work areas in determining the priorities and budget needs Once your vision is in place, and you have a clear understanding of missional priorities, look at both income and expenses. Income What is your congregation’s income? What are the sources? Do your sources align with your church’s values? Establish a reliable income projection considering the following: Prior years/history Growth projections Economic conditions Significant events or unusual circumstances/changes Expenses What are your congregation’s expenses? Are they based on your vision and mission? How do they help you achieve the church’s goals? Build a budget with details - Provides greater insight/transparency to the budget If expenses are higher than projected revenue, review and make changes to areas that least impact your vision and goals If revenue is higher than expenses – Determine what ministry/mission is most in need of additional funding or put into reserves for future needs. Communicating the Budget & Actual Results Good communication of a budget is critical. Once your budget is in place, provide regular updates via the Treasurer’s Report and a report from the Finance Chairperson. But remember, financial reports need to be clear and accurate but don’t emphasize the numbers only. Tell how your congregation’s giving has impacted lives!