Churches are challenged to maintain a technological edge in this new century. The features and capabilities of office equipment advance almost monthly.  Without a well-conceived plan to upgrade or replace this hardware, the church office will soon be filled with obsolete computers, copiers and similar hardware. 
         
To make technology more affordable, many denominations negotiate discount pricing with manufacturers and distributors. These discounts are often extended even to churches without a denominational affiliation. Even with reduced pricing, many churches choose not to purchase the equipment and opt, instead, to lease at a fixed monthly payment. This is where some trouble begins.
         
An equipment lease is more than just a convenient way to purchase equipment. In fact, you aren't even purchasing the equipment. When a church acquires equipment through a lease, it normally begins by searching for hardware with features and functions that streamline ordinary business tasks. After a series of sales presentations, the church selects the product that best fits its needs. If the purchase price is more than the congregation can afford, the manufacturer typically offers a lease arrangement. Very few manufacturers write their own leases, so a third party writes the lease contract.
         
Once the lease is signed, the leasing company pays the distributor or manufacturer for the equipment and begins collecting payments from the church. Unfortunately, many churches do not read the lease contract carefully and fail to realize their predicament until the equipment performs poorly or fails completely.
         
This is exactly the case with a Florida church. To support its publishing ministry, the pastor and staff reviewed various models of high-production copy equipment. With the assistance and assurance of a nationwide distributor, the church signed a lease. Within months after the equipment was delivered and installed, the machine repeatedly jammed and required frequent service. When the frustration was too much, the church stopped its lease payments and contacted the leasing company to repossess the equipment. After three calls, the company finally picked up the copier, but in the meantime filed suit against the church.
         
As cliché as this sounds, this could happen to you. If your church leases office equipment, be clear about this: The leasing company owns the equipment—your church owns nothing. On the other hand, your church is responsible to ensure that the equipment is delivered, installed, maintained, operated and eventually returned to the leasing company at the end of the lease. The leasing company is responsible for nothing—no supplies, no repairs, no warrantees.
         
If these warnings aren't enough, consider these specific terms found in typical equipment leases:

• The lessor (leasing company) is authorized to insert or correct information in the lease even after it's been signed.
• Upon receipt of the equipment, the church is responsible to inspect the equipment and verify for the leasing company the installation of all components and features.
• The church cannot move the equipment without the lessor's permission.
• The lessor is authorized to increase the lease payments up to 15% if the equipment requires additional components or reconfiguration after the lease commences.
• The church is required to name the leasing company as loss payee in its insurance policies and in amounts as the leasing company may require.
• In the event of default, the church is required to pay not only the entire balance of lease payments, but also the market value of the equipment.
• If it is necessary for the leasing company to repossess the equipment, the church agrees not to make any claims against the lessor for any damage that might be caused to the buildings or property.
• If state laws require the leasing company to sell the equipment and reduce the amount owed by the church, the church waives the right to enforce this requirement.
• If the church chooses to return the equipment at the end of the lease, the church is responsible to pack and ship the equipment at its own expense to any location in the United States that the leasing company designates.
• Returned equipment must be in a condition that permits its immediate sale or lease to another party.
• The church is required to furnish the leasing company with any financial information it requires during the term of the lease.
• The church waives its rights under federal law to pursue any remedies against the leasing company for any default on its part.
• The leasing company is under no obligation to have inoperable equipment repaired or replaced, or to force the manufacturer to do so.

What are your options if a third-party lease is out of the question? 

First, be content until your church can save enough money to pay cash. You may be able to trade in existing equipment to offset your new purchase. 

Second, consider a short-term loan from your bank. You may loathe the thought of borrowing money to buy equipment, but there is always the option of selling the equipment and paying off the loan—an option not available in most leases. 

A final option is to ask the manufacturer for a lease. This is a better option than a third-party lease. The manufacturer has a direct interest in the performance of its product and the satisfaction of its customers.
         
It is possible for a church to own and maintain current or advanced technology without making foolish agreements with businesses that are only interested in collecting their money. Be wise to scrutinize these and other contracts as good stewards.

Bryce Green is president of Ministry Consultants, www.ministryhelper.com.

Eco-Justice in the Church Office
A congregation that is theologically committed to eco-justice--or is striving for that commitment--will reveal their commitments in their management of the resources of the church.  Church administration is a large and complex area, ranging from matters of staffing and church finances to upkeep of the building. These quick tips provide a starting point for looking at some of the eco-justice implications of church office administration.

1. In most congregations, the church offices are the part of the facility with the most day-in and day-out activity. This concentration makes the office an important place to focus eco-justice efforts.

2. Photocopiers, computers and printers should have power-saving features activated. Turn off all equipment overnight. Look for energy efficiency when purchasing new equipment.

3. If you are replacing or upgrading copiers, mid-sized to large churches should consider using equipment that prints with ink (such as Risograph). This can have significant energy savings, and it is substantially cheaper per copy.

4. Try to buy from small businesses and minority contractors. This supports the diversity and economic life of your local community.

5. Recycle office paper and toner cartridges. Treat outdated office equipment (especially computers and monitors) as hazardous waste that should be properly recycled or processed.

6. Use recycled paper.

7. Some churches have decided to use long-distance carriers that donate a portion of their income to progressive or environmental groups.

Source: Eco-Justice Ministries, www.eco-justice.org

Product Roundup 

FO-DC525 by Sharp
Sharp's new FO-DC525 Super G3 Document Communication System offers robust copy, print, fax and color scan capabilities out-of-the-box. The FO-DC525 is an economical, easy-to-use multifunction document system that provides the flexibility needed in today's fast-paced small office environments. Advanced features such as color scanning and secure fax release make the FO-DC525 a good communication solution for today's contemporary churches. The versatile design of the FO-DC525 also allows users to add workgroup functionality that includes network scanning and PCL6 network printing. The FO-DC525 is equipped with a robust 16-ppm engine, as well auto duplex copying and printing, electronic sorting, and offset stacking.  
www.sharpusa.com

Xerox Free Color Printers Program
Xerox Corporation offers free color printers to qualified businesses and organizations nationwide through the Xerox Free Color Printers Program. Members receive a Xerox Phaser 8550 solid ink color printer, online and toll-free telephone support, online ordering of supplies and access to a members-only Web site featuring valuable tools and templates. Thousands of churches have already qualified to receive a free networked, color printer through this program and are seeing the advantages of brilliant color printing. These organizations can now produce high-quality programs, mailers and other communication materials at a fraction of what it might cost to outsource the printing. The Xerox Phaser 8550 solid ink color printer delivers industry-leading speed, print quality, flexibility and ease-of-use to organizations of all sizes.
www.freecolorprinters.com

Floor Mats by Alfax
With temperatures starting to dip and the prospect of snowfall soon to arrive, the churches who buy from the Alfax catalog and Web site look for ways to be prepared for whatever winter throws at them. To protect their facilities from destructive wear and tear, customers may begin by selecting the right floor mat for the job. Alfax has six different floor mat styles, all selected for their good looks, practicality and price. Some of the mats can absorb 1.5 gallons of liquid per square yard. And the Luster Twist mat comes in sizes up to 6-feet wide by 45-feet long, great for protecting aisles and corridors while also adding warmth and color to the environment.
www.AlfaxFurniture.com

BioFit Ergonomic Office Chair
BioFit Engineered Products offers the AVOC1 ergonomic office chair for supportive comfort, easy adjustability and durability. The 20-inch-wide, 30-inch-high contoured backrest wraps around the user's back to provide lumbar and kidney support. A built-in headrest supports the base of the neck. The saddle-shaped seat is contoured for comfort and has a waterfall front for improved circulation. The seat is a generous 21 inches wide by 19 inches deep by 3 inches thick. The chair features an executive tilt control that enables the seated individual to adjust seat and backrest height and tilt, control tilt tension and lock seat tilt. Height-adjustable armrests provide added support that can reduce the shoulder, back and neck strain of prolonged seated work.
www.biofit.com

IJ70 Digital Mailing System from Neopost
Neopost has introduced its new digital mailing system, the IJ 70. Ideal for mid-volume mailing, the IJ 70 provides mailrooms and offices with increased productivity while eliminating errors and reducing costs. The IJ 70 intelligently processes up to 150 letters per minute while calibrating length, width, and thickness to ensure the proper amount of postage is applied to each piece. The user-friendly IJ 70 simplifies the mailing process further by automatically adjusting for document thickness and advancing the date on the meter, as well as featuring 10 preset job functions. The IJ 70 allows up to 200 departments to charge back their own postage while using their own pin codes to ensure security. For increased flexibility, the IJ 70 offers a modular design with additional mailing features, including a differential weighing platform, high-capacity stacker, thermal roll tape dispenser, and additional departments for mail accounting.
www.neopostinc.com

Optimail 30 from FP Mailing Solutions
FP Mailing Solutions, a world-class mailroom solutions provider, has introduced the newest member of its high-speed digital postage meter family: the Optimail 30. The Optimail 30 is a semi-automatic, IBIP compliant digital postage meter that processes 32 pieces per minute. In addition to its compact physical size, this desk-top unit offers an original, back-lit display with soft keys for ease of use. The Optimail 30 features a letter-catch tray to organize and stack mail, as well as FP's unique account administration function that registers and evaluates postage for nine separate accounts. It allows users to securely download an exact dollar amount of postage needed directly into the meter. The Optimail 30 features a seven-pound integrated scale and moistener and can be upgraded to accommodate up to a 150-pound FP Mailing Solutions scale, if needed.
www.fp-usa.com

MZ790 Printer-Duplicator from Riso
RISO, Inc. recently unveiled its newest product, the MZ790 Printer-Duplicator.  Engineered to provide speed, versatility, high-quality output and outstanding ease of use, the MZ790 gives users a choice between printing in a single color or adding the power and immediacy of a second color, all in a single compact machine. RISO's advanced technology makes color separation, master-making and two-color printing easier than ever before. With RISO's new Easy 2 Colorprocess, the MZ790 eliminates the need to prepare separate originals for each color. Now users can easily print in two colors with just one original. Master-making takes just seconds for either one- or two-color jobs, so jobs are ready to start printing in less than one minute. 
www.riso.com

DP-460H from Duplo
Duplo has introduced the world's first and only air-fed duplicator, the DP-460H. The revolutionary vacuum-feed system of this digital printing system reduces markings caused by conventional feed rollers and can handle a wide variety of paper stocks and sizes. Two separate fans ensure accurate and consistent feeding, quickly making image shift a problem of the past. This versatile new printing machine offers a cost-effective, alternative solution to short run offset printing, providing single and spot color at 600x600 dpi resolution, perfect for the commercial print market. The DP-460H upholds immaculate registration crucial for spot color, NCR, and envelope printing. It has the industry's only feed and stack capacity of 3,000 sheets.
www.duplousa.com