Retreat boxes

Have prepacked, permanent “Retreat Boxes” using catalog cases for trips and retreats:

• Song books and bibles.

• Games and travel items: small balls, like Koosh and hacky sacks, Frisbee; Mad Libs; travel games; first aid kit; A board game or two; balloons; string or twine.

• Supplies: paper (sn assortment of types with the backs of discarded office paper usually is fine for letter sized); pens/pencils enough for a maximum sized group; paper clips, rubber bands; variety of markers, crayons; ruler; calculator.

First Aid

Have a major first-aid kit with you always.

• Only give the most basic of first-aid (band-aid level).  Anything else take to the emergency room, unless you are a doctor or nurse.  We are not trained to diagnose and treat illnesses and injuries.

• Do not dispense anything, even aspirin without the explicit consent of parents.  Like the hospitals, get the parent on the phone.  There are too many odd reactions to medications, too many families with different views of medications in general and certain ones in particular.  The youth may not have a clear picture of what is acceptable and what is not.

Budgeting

Good financial practices are essential for a healthy youth ministry.

• Budget carefully, regardless of what the church organization requires.  You don't want to spend money at the first of the year for something optional only to not have money for something essential later in the year.

• Avoid the common practice of spending everything left in your budget at the end of the year.  This makes financial types crazy and is questionable theologically.

Profit and Loss Accounting systems

Beware of the accounting practice used in some churches of having income completely separated from expenses on a “profit and loss” financial report.  This makes it look like you are spending a lot more of the church's money than is actually the case.  A proper ”Not For Profit” or “funds” accounting system (as opposed to a standard business accounting system) will allow for income and expenses to be booked against a single line item, giving a net.  Most major accounting packages can be set up as a “Not For Profit” system.

Number of line items

Have just enough line items needed for control without having line items that are rarely used.

Reserved or restricted accounts

Insist on having some “reserved” (“holding,” “restricted”) accounts.
One or more may be needed for holding special gifts until they are needed.  Others may be needed for multi-year projects or projects that span fiscal years (such as a fund for buying a new van).  Others are good for tracking income and expenses for specific events like a Mission Trip.

Financial good sense

Recognize that Church Officer type people view youth workers as flakes with no financial sense at all.  Prove them wrong by being meticulous.