Ministry Leader Expectations
Ministries at St. Francis contribute to the vitality of the parish. Leading a ministry at St. Francis is answering a call to service and discipleship. When one is called and appointed to be a ministry leader, there are responsibilities and expectations that go along with it. You are not just leading “your” ministry, but serving Christ in the larger context of the local parish, which in turn is doing its part in the larger diocesan Church. Situated within the Church universal, the mission of Christ is being carried out at all levels. So whether an individual ministry, a parish, a diocese, and so on, we are never isolated and autonomous; we are all connected by a common mission in the Body of Christ. This connectedness is the origin of the following expectations St. Francis of Assisi parish requires.
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Ministry Meetings
The expectation is that ministry groupings will meet on a consistent basis. The ministry leaders with guidance from the Ministry Team can determine what frequency is necessary for the group to function effectively. Monthly to bi-monthly at least should be the norm. Each member of a ministry group comprises a ministry team under a given area (e.g. Outreach). Although each individual ministry serves a unique purpose or meets a particular need, each is related to the others by the commonality of mission that they all share in their ministry area. It is important, therefore, that in order to carry out the mission of the parish in any given area (e.g. Outreach, Spiritual, Community), the individual ministries meet together regularly.
Meetings should have purpose and that purpose should be clear and understood by everyone who participates. This begins by knowing who should attend the ministries meeting, what the role of each attendee is, and what happens at a meeting and what the meeting is intended to accomplish. |
VOLUNTEER MINISTRY PUBLICITY REQUEST
Submit publicity request at least 10 Business days prior to the first bulletin date requested.To help prevent errors, include all information for your event publicity in one request. If publicity is being requested for an event or fundraiser that requires approval but has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request.
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Ministry Room Reservation
Submit individual room request at least 20 business days prior the day requested.
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MINISTRY LEADER REFERENCE GUIDE
The Structure of the Parish
General Policies & Procedures
Risk Management Policies
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Publicity Procedures
Reservation Procedures
Event/Fundraising Policies & Procedures
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The Structure of the Parish
The Pastor
The pastor exercises the pastoral care and governance of the parish entrusted to him. With the help of additional priests, deacons, and the lay faithful, the pastor leads and guides the parish as its chief shepherd (cf. canon 519).
The Parish Council
The parish council, over which the pastor presides, is a consultative rather than governing body. Together with other clergy and paid staff, the parish council assists the pastor in fostering pastoral activity in the parish (cf. canon 536, §§ 1&2).
The Finance Council
Every parish is required by canon law to have a finance council, governed by universal norms and those of the diocesan bishop, to assist the pastor, who is a voting member of the council, in his duty to administer the goods of the parish (cf. canons 532, 537).
The Stewardship Committee
The Stewardship Committee, guided by the vision and direction of the pastor, fosters the practice of active discipleship and assists parishioners in the stewardship of their time, talent, and treasure.
The Staff
Parish staff is entrusted with a particular responsibility of assisting the pastor in the leadership and pastoral care of the parish, each according to their training and appointed position. Parish staff is ordinarily the first point of contact in the pastoral office in their respective departments (e.g. staff, rather than the pastor, is contacted with questions and issues of Faith Formation, Outreach, etc.).
The pastor exercises the pastoral care and governance of the parish entrusted to him. With the help of additional priests, deacons, and the lay faithful, the pastor leads and guides the parish as its chief shepherd (cf. canon 519).
The Parish Council
The parish council, over which the pastor presides, is a consultative rather than governing body. Together with other clergy and paid staff, the parish council assists the pastor in fostering pastoral activity in the parish (cf. canon 536, §§ 1&2).
The Finance Council
Every parish is required by canon law to have a finance council, governed by universal norms and those of the diocesan bishop, to assist the pastor, who is a voting member of the council, in his duty to administer the goods of the parish (cf. canons 532, 537).
The Stewardship Committee
The Stewardship Committee, guided by the vision and direction of the pastor, fosters the practice of active discipleship and assists parishioners in the stewardship of their time, talent, and treasure.
The Staff
Parish staff is entrusted with a particular responsibility of assisting the pastor in the leadership and pastoral care of the parish, each according to their training and appointed position. Parish staff is ordinarily the first point of contact in the pastoral office in their respective departments (e.g. staff, rather than the pastor, is contacted with questions and issues of Faith Formation, Outreach, etc.).
General Policies & Procedures
Staff Contacts
Various staff/staff liaisons are referred to throughout this document. See Clergy & Staff for up-to-date contact information.
Facility Hours
The Parish Center is open from 7:00 a.m. – 9:00 p.m. All meetings must end by 8:45 p.m. in order for the building to be vacated and secured by closing time. Requests for earlier/later time should be made to your staff liaison, and may be subject to fees to offset extra custodial staff hours.
Office/Staff Hours
Regular office hours are 9:00 a.m.-12:00 p.m. and 1:00 p.m.-5:00 p.m. Monday - Thursday, and 9:00 a.m.-12:00 p.m. Friday. All ministry requests should be placed within these hours. Due to the nature of each staff member’s requirements, some staff hours are different from regular office hours.
Cancellation Policy
Due to the high volume of requests and to respect the needs of all ministries, bulletin ad, table request and room reservation cancellations must be made by their respective cancellation dates (see those specific topics) to open up the opportunity to other ministries.
Ministry Mail
Large envelopes are kept in the office workroom for ministries that receive mail at the church address. These ministries should check with the receptionist regularly during regular office hours to acquire mail.
Copies
In today’s era of electronic communication, the occasional need for paper copies is required. A new Ministry Hub has been established and each Ministry Leader will receive a Card to gain access to the copier located within the Ministry Hub. Copies should be for ministry purposes only and keeping in mind established budgets. These copies are black and white only.
Cabinet or Storage Space
Please contact the Ministry Team for availability. Only items that fit in your ministry’s assigned cabinets or designated storage area should be placed in these locations. Items left out and with no identified owner will be donated to Frisco Family Services.
Childcare during Meetings
Childcare is available for parishioners attending weekday evening meetings from 6:00 pm - 9:00 pm during the school year. Contact the Safe Environment Coordinator at least one (1) week prior to your meeting to reserve childcare for your ministry/child. If no reservations for a particular day are received by Thursday of the preceding week, childcare for that day will not be scheduled. Ministries can request childcare outside of these hours on a fee basis of $26/hour for up to 13 children, or $52/hour for up to 24 children.
Kitchen Access
View Kitchen Checklist
The Kitchen must be reserved in the same manner as any other room or space at St. Francis. This can be done through a request for use through eSpace. Please note the rule of thumb when using the kitchen: “Leave it better than you found it, please.” Also note there is a checklist and procedures for proper kitchen use and cleaning. Failure to comply may result is a loss of kitchen privileges.
Contact the Ministry Team with questions. ([email protected])
Checking Account Policy
Ministries falling under the same 501(c)(3) as the church that will be processing funds must review the full Ministries Checking Account Policy to comply with Diocesan requirements.
Deposits & Check Requests
Ministries that process funds through the parish account should submit deposits and check requests to the Ministry Team. Deposits should be submitted within three (3) days of receipt. Only original receipts with itemized detail are accepted for reimbursement. Descriptions of items purchased must be clear on receipts. Check Request Form and documentation are due to the Business Office by Tuesday evenings (check with your staff liaison for when they need it prior to that), and are typically processed on Thursdays.
Tax Exempt Certificate
Parish-based organizations are encouraged to use a St. Francis Tax Exempt Certificate for ministry purposes only to reduce unnecessary expenditures. Certificates can be requested from your staff liaison. Each store/vendor has its own policy on how to process these. Always check with its customer service department prior to making a purchase on how to properly use the certificate in each store.
Donor Acknowledgement
Donations are monetary or non-monetary gifts given when no goods or services are exchanged for the gift. Donation acknowledgements must be offered to donors for their tax purposes. If donations by check are made payable to and directly forwarded (i.e. not processed through the parish or ministry account) to a separate organization (Frisco Family Services Center, etc.), that organization will process those donor acknowledgements. Cash or non-monetary donors should be offered acknowledgements immediately. For ministries processing funds through the parish account, you can arrange for check donations to be included on the parish annual tax statements or you can process them the same as cash donations. For ministries using their own checking accounts, check donors should either be acknowledged immediately or sent an annual tax statement by January 31 for all previous year donations. Monetary Donation and Non-Monetary Donation acknowledgement templates are available for ministry use. Contact the Financial Director for questions.
Various staff/staff liaisons are referred to throughout this document. See Clergy & Staff for up-to-date contact information.
Facility Hours
The Parish Center is open from 7:00 a.m. – 9:00 p.m. All meetings must end by 8:45 p.m. in order for the building to be vacated and secured by closing time. Requests for earlier/later time should be made to your staff liaison, and may be subject to fees to offset extra custodial staff hours.
Office/Staff Hours
Regular office hours are 9:00 a.m.-12:00 p.m. and 1:00 p.m.-5:00 p.m. Monday - Thursday, and 9:00 a.m.-12:00 p.m. Friday. All ministry requests should be placed within these hours. Due to the nature of each staff member’s requirements, some staff hours are different from regular office hours.
Cancellation Policy
Due to the high volume of requests and to respect the needs of all ministries, bulletin ad, table request and room reservation cancellations must be made by their respective cancellation dates (see those specific topics) to open up the opportunity to other ministries.
Ministry Mail
Large envelopes are kept in the office workroom for ministries that receive mail at the church address. These ministries should check with the receptionist regularly during regular office hours to acquire mail.
Copies
In today’s era of electronic communication, the occasional need for paper copies is required. A new Ministry Hub has been established and each Ministry Leader will receive a Card to gain access to the copier located within the Ministry Hub. Copies should be for ministry purposes only and keeping in mind established budgets. These copies are black and white only.
Cabinet or Storage Space
Please contact the Ministry Team for availability. Only items that fit in your ministry’s assigned cabinets or designated storage area should be placed in these locations. Items left out and with no identified owner will be donated to Frisco Family Services.
Childcare during Meetings
Childcare is available for parishioners attending weekday evening meetings from 6:00 pm - 9:00 pm during the school year. Contact the Safe Environment Coordinator at least one (1) week prior to your meeting to reserve childcare for your ministry/child. If no reservations for a particular day are received by Thursday of the preceding week, childcare for that day will not be scheduled. Ministries can request childcare outside of these hours on a fee basis of $26/hour for up to 13 children, or $52/hour for up to 24 children.
Kitchen Access
View Kitchen Checklist
The Kitchen must be reserved in the same manner as any other room or space at St. Francis. This can be done through a request for use through eSpace. Please note the rule of thumb when using the kitchen: “Leave it better than you found it, please.” Also note there is a checklist and procedures for proper kitchen use and cleaning. Failure to comply may result is a loss of kitchen privileges.
Contact the Ministry Team with questions. ([email protected])
Checking Account Policy
Ministries falling under the same 501(c)(3) as the church that will be processing funds must review the full Ministries Checking Account Policy to comply with Diocesan requirements.
Deposits & Check Requests
Ministries that process funds through the parish account should submit deposits and check requests to the Ministry Team. Deposits should be submitted within three (3) days of receipt. Only original receipts with itemized detail are accepted for reimbursement. Descriptions of items purchased must be clear on receipts. Check Request Form and documentation are due to the Business Office by Tuesday evenings (check with your staff liaison for when they need it prior to that), and are typically processed on Thursdays.
Tax Exempt Certificate
Parish-based organizations are encouraged to use a St. Francis Tax Exempt Certificate for ministry purposes only to reduce unnecessary expenditures. Certificates can be requested from your staff liaison. Each store/vendor has its own policy on how to process these. Always check with its customer service department prior to making a purchase on how to properly use the certificate in each store.
Donor Acknowledgement
Donations are monetary or non-monetary gifts given when no goods or services are exchanged for the gift. Donation acknowledgements must be offered to donors for their tax purposes. If donations by check are made payable to and directly forwarded (i.e. not processed through the parish or ministry account) to a separate organization (Frisco Family Services Center, etc.), that organization will process those donor acknowledgements. Cash or non-monetary donors should be offered acknowledgements immediately. For ministries processing funds through the parish account, you can arrange for check donations to be included on the parish annual tax statements or you can process them the same as cash donations. For ministries using their own checking accounts, check donors should either be acknowledged immediately or sent an annual tax statement by January 31 for all previous year donations. Monetary Donation and Non-Monetary Donation acknowledgement templates are available for ministry use. Contact the Financial Director for questions.
Risk Management Policies
Safe Environment Policy
Participants of ministries that serve children or vulnerable adults must receive Safe Environment clearance to reduce the risk of abuse, per the Diocese’s Safe Environment Policy. For more information and to determine if your ministry must have its volunteers evaluated for suitability to serve our parish family, or refer to the Safe Environment Webpage for registration and online training. For additional assistance or questions . contact the Safe Environment Coordinator
Driver’s License Checks
For the protection of children passengers, child-based ministries partaking in offsite activities must have their drivers cleared through the Diocese-required driver’s license check system. The current cost of these checks is $15 each (subject to change). Once payment is received (at least one week prior to event), the driver’s license checks will be processed, and are good for one (1) year. Arrangements can be made with the Safe Environment Coordinator.
Photo/Video Policy
Posting or distributing personal identifiable information, including photos and/or videos of any child under the age of 18 without verifiable consent of a parent or guardian is prohibited. The complete Photo/Video Policy should be reviewed prior to planning of events where children are present and photos/videos will be taken for potential use by St. Francis or its ministries.
Youth Volunteer Assistance
Youth (under 18) volunteers are willing to assist with many ministry functions and can be requested through the Safe Environment Coordinator no later than two (2) weeks in advance of the function. The requesting ministry must ensure there are at least two (2) Safe Environment cleared adults supervising the youth volunteers. The supervisors must be identified when making the request and Safe Environment badges must be worn during the event.
Participants of ministries that serve children or vulnerable adults must receive Safe Environment clearance to reduce the risk of abuse, per the Diocese’s Safe Environment Policy. For more information and to determine if your ministry must have its volunteers evaluated for suitability to serve our parish family, or refer to the Safe Environment Webpage for registration and online training. For additional assistance or questions . contact the Safe Environment Coordinator
Driver’s License Checks
For the protection of children passengers, child-based ministries partaking in offsite activities must have their drivers cleared through the Diocese-required driver’s license check system. The current cost of these checks is $15 each (subject to change). Once payment is received (at least one week prior to event), the driver’s license checks will be processed, and are good for one (1) year. Arrangements can be made with the Safe Environment Coordinator.
Photo/Video Policy
Posting or distributing personal identifiable information, including photos and/or videos of any child under the age of 18 without verifiable consent of a parent or guardian is prohibited. The complete Photo/Video Policy should be reviewed prior to planning of events where children are present and photos/videos will be taken for potential use by St. Francis or its ministries.
Youth Volunteer Assistance
Youth (under 18) volunteers are willing to assist with many ministry functions and can be requested through the Safe Environment Coordinator no later than two (2) weeks in advance of the function. The requesting ministry must ensure there are at least two (2) Safe Environment cleared adults supervising the youth volunteers. The supervisors must be identified when making the request and Safe Environment badges must be worn during the event.
Publicity Procedures
Bulletin & Newsletter
Submit publicity request at least 10 Business days prior to the first bulletin date requested. To help prevent errors, include all information for your event publicity in one request using the publicity request form. If publicity is being requested for an event or fundraiser that requires approval but has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request.
Questions about publicity? Contact the Ministry Team ( [email protected]).
Feel free to contact our Communications Team for any in depth creative assistance! 972 - 712 - 2645 ext 222 or at [email protected]
Submit publicity request at least 10 Business days prior to the first bulletin date requested. To help prevent errors, include all information for your event publicity in one request using the publicity request form. If publicity is being requested for an event or fundraiser that requires approval but has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request.
Questions about publicity? Contact the Ministry Team ( [email protected]).
Feel free to contact our Communications Team for any in depth creative assistance! 972 - 712 - 2645 ext 222 or at [email protected]
Tables in the Parish Center
Include your request for tables in the parish center along with your Publicity reservation using the online Publicity request form found here. Please be sure to reserve tables a minimum of two weeks in advance.
nclude your request for tables in the parish center along with your room reservation using the online request form found here. https://www.stfoafrisco.org/ministry-request-forms.html. Otherwise, email your Staff Liaison or his/her designee two (2) weeks in advance.
- Six (6) tables maximum are available each week in the foyer if no event is taking place in this designated space. The tables are designated as outreach, fundraising, and informational.
- Only one (1) table is permitted at a time for outreach and fundraising.
- A maximum of two (2) tables is permitted per purpose (with the exception of Outreach), and each ministry can have a maximum of six (6) table reservations a year.
- Solicitation is not permitted without a table reservation, is restricted to the table and immediate surrounding area only, and should be done in a non-aggressive manner.
- Table cancellations should be made with the ministry team by the Monday before the weekend the table is reserved.
Website
Up-to-date ministry leader and contact information is kept on the corresponding ministry page. A short blurb about the ministry’s purpose can also be included upon request, as well as a link to the ministry’s webpage if one exists. Changes to the website should be communicated to the ministry team ([email protected]).
Signage
Signage can be submitted to your ministry team for inclusion in your ministries hallway display box. Posting of signage in other locations is not permitted.
Mass Announcements
Requests for mass announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like them announced. These require approval from the ministry team via the liturgy office, and are announced at the discretion of each presiding Priest / Deacon.
Pulpit Announcements
Requests for pulpit announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like a ministry representative to make the announcement from the Pulpit. These require special approval from the Pastor via the liturgy office, and are approved only for very unique and specific situations.
Reservation Procedures
Room Reservations
Annual Room Reservations
The Facilities Reservation Calendar runs on the Parish Fiscal Year which begins in July and ends in June of the following year. The Parish will notify Ministry Leaders each Spring when the Facilities Reservation Calendar has been opened for the upcoming Fiscal Year. Annual Facilities Reservations are reservations for essential, recurring Ministry Events that take place over the duration of the Fiscal Year or take place every Fiscal Year. Annual Facilities Requests should be submitted by the deadline date to ensure scheduling.
Individual Room Reservations
All Room / Facilities Reservation Requests that do not meet the criteria for Annual Reservations will be approved and booked on a first-come, first-served basis after the initial Annual Reservation needs have been met. All Reservation Requests are to be made in accordance with the following policies and procedures:
Tablecloth Reservations
Contact the Ministry Team or Parish Receptionist at 972-712-2645 at least two weeks in advance of the event to reserve tablecloths. Clean tablecloths are picked up from the Ministry Team or Receptionist preferably during regular office hours and clean tablecloths are returned no later than four (4) days after the event. Tablecloths should be washed in cold water and tumbled dry. A $2 cleaning charge will be issued for each dirty tablecloth returned. A $35 replacement cost will be issued for lost or damaged tablecloths.
When using table skirts along with the borrowed tablecloths, double-sided tape is used to attach skirts to the table cloths. Do not use other tape, pins, or glue as it will damage the tablecloths.
Equipment Reservations
Great Hall West (A) and East (C) rooms are equipped with a projector, automatic screen, microphone, and DVD player. Directions for use are located on the wall. The DVD player is mounted in the podium. The podium should not be removed from the room.
Great Hall Center is equipped with a projector, cordless microphones, DVD player, and two automatic screens. There is a podium available which should not be removed from the room. Lavalier microphones are also available in the nearby locked equipment closet. The system/equipment is locked and directions for use are not available. Contact the Ministry Team or Joey Ah Sam – Technology & AV Specialist at 972-712-2645 – Ext. 351 to arrange Great Hall system/equipment training two weeks prior to the event or to test your equipment or if have any problems and equipment is not functioning properly
Meeting rooms A, B, C, D and San Damiano have a TV/DVD built into the wall and are available for use with your room reservation. You do not need to reserve this equipment separately. Duesman, and the Organizational Workroom do not have any technology available.
One portable TV with DVD/VCR is available for reservation. Please include this equipment request in your room reservation request. You may also submit an equipment request after you have reserved a room through the Equipment Reservation form. Upon approval, you will be directed to find the TV stored in the Storage Closet outside of the entrance to Great Hall East (C) which can be retrieved from there prior to the start of your event. Return the TV to the Storage Closet when you are finished using it so it is available for the next ministry.
One portable projector and screen are available for reservation. The projector and screen are stored in a locked closet in the San Damiano room. Please include this equipment request in your room reservation request. You may also submit an equipment request after you have reserved a room through the Equipment Reservation form. Upon approval of the equipment request, you will be given the code to access the projector and/or screen prior to the start of your event. Please return the item(s) to the locked closet in the San Damiano room when you are finished using it so it is available for the next ministry.
Podiums are not available outside of the podiums located in the Great Hall West, Center, and East which should not be removed.
Annual Room Reservations
The Facilities Reservation Calendar runs on the Parish Fiscal Year which begins in July and ends in June of the following year. The Parish will notify Ministry Leaders each Spring when the Facilities Reservation Calendar has been opened for the upcoming Fiscal Year. Annual Facilities Reservations are reservations for essential, recurring Ministry Events that take place over the duration of the Fiscal Year or take place every Fiscal Year. Annual Facilities Requests should be submitted by the deadline date to ensure scheduling.
Individual Room Reservations
All Room / Facilities Reservation Requests that do not meet the criteria for Annual Reservations will be approved and booked on a first-come, first-served basis after the initial Annual Reservation needs have been met. All Reservation Requests are to be made in accordance with the following policies and procedures:
- Ministry Leaders are expected to submit Meeting Room Reservation Requests as far in advance as possible, and no later than 20 business days prior to the event. Requests for rooms should be made using the online request form found on St. Francis Website on this page.
- Once received, Reservation Requests will be evaluated and approved by the Ministry Team or his/her designee and added to eSpace for review and approval.
- The Ministry Leader will receive a confirmation email with Reservation Approval and Booking confirm . All questions and concerns regarding an Approved Reservations Request should be directed to the Ministry Team.
Tablecloth Reservations
Contact the Ministry Team or Parish Receptionist at 972-712-2645 at least two weeks in advance of the event to reserve tablecloths. Clean tablecloths are picked up from the Ministry Team or Receptionist preferably during regular office hours and clean tablecloths are returned no later than four (4) days after the event. Tablecloths should be washed in cold water and tumbled dry. A $2 cleaning charge will be issued for each dirty tablecloth returned. A $35 replacement cost will be issued for lost or damaged tablecloths.
When using table skirts along with the borrowed tablecloths, double-sided tape is used to attach skirts to the table cloths. Do not use other tape, pins, or glue as it will damage the tablecloths.
Equipment Reservations
Great Hall West (A) and East (C) rooms are equipped with a projector, automatic screen, microphone, and DVD player. Directions for use are located on the wall. The DVD player is mounted in the podium. The podium should not be removed from the room.
Great Hall Center is equipped with a projector, cordless microphones, DVD player, and two automatic screens. There is a podium available which should not be removed from the room. Lavalier microphones are also available in the nearby locked equipment closet. The system/equipment is locked and directions for use are not available. Contact the Ministry Team or Joey Ah Sam – Technology & AV Specialist at 972-712-2645 – Ext. 351 to arrange Great Hall system/equipment training two weeks prior to the event or to test your equipment or if have any problems and equipment is not functioning properly
Meeting rooms A, B, C, D and San Damiano have a TV/DVD built into the wall and are available for use with your room reservation. You do not need to reserve this equipment separately. Duesman, and the Organizational Workroom do not have any technology available.
One portable TV with DVD/VCR is available for reservation. Please include this equipment request in your room reservation request. You may also submit an equipment request after you have reserved a room through the Equipment Reservation form. Upon approval, you will be directed to find the TV stored in the Storage Closet outside of the entrance to Great Hall East (C) which can be retrieved from there prior to the start of your event. Return the TV to the Storage Closet when you are finished using it so it is available for the next ministry.
One portable projector and screen are available for reservation. The projector and screen are stored in a locked closet in the San Damiano room. Please include this equipment request in your room reservation request. You may also submit an equipment request after you have reserved a room through the Equipment Reservation form. Upon approval of the equipment request, you will be given the code to access the projector and/or screen prior to the start of your event. Please return the item(s) to the locked closet in the San Damiano room when you are finished using it so it is available for the next ministry.
Podiums are not available outside of the podiums located in the Great Hall West, Center, and East which should not be removed.
Event/Fundraising Policies & Procedures
Definitions & Required Approvals
Event (must be approved by Parish Council*) – a happening that extends beyond members of the hosting ministry that is either free to attendees or fee-based where funds received are determined solely to cover the cost of the expenses.
Fundraiser (must be approved by Finance Council*) – an effort to raise funds for a particular ministry/purpose. Two (2) fundraisers per ministry are permitted each fiscal (July-June) year. Additional fundraisers can be requested with the following guidelines:
*An Event/Fundraiser Request Form should be submitted to your ministry team at least two months in advance to ensure enough time to get any necessary approvals. (Having the request in by the first week of a month will provide the quickest turnaround due to dates of Parish and Finance Council meetings.) Planning should not take place until you have received the approved form. Once a recurring event and/or fundraiser is approved, it does not need annual approval. The hosting ministry is responsible for all set-up and clean-up of the event. All parish Safe Environment & Photo/Video guidelines will be in place for any activity.
Guest Speaker Approval
All speakers must be approved through the Safe Environment Coordinator before publicity can occur, and at least three (3) weeks prior to event.
Vendor Contracts & Insurance Requirements
For all parish or ministry events taking place on or off church grounds, any hired vendors that have contracts, terms and/or conditions (including but not limited to rental agreements and liability waivers) must be reviewed by the Diocese Risk Management office prior to signing and submission to ensure reduced liability on the parish and Diocese. Examples include bounce houses, bus rentals, retreat location rentals, etc. You can forward such documents to the Parish Financial Director with at least a one (1) week lead time. These contracts/terms can only be signed by the Pastor. In addition, such vendors must carry general liability insurance limits of at least $1,000,000 per occurrence and name ‘St. Francis of Assisi Catholic Church’ as ‘additional insured’, addressed to 8000 Eldorado Parkway, Frisco TX 75033. Insurance coverage for their employees and automobile liability (if their operation involves any vehicles) must also be included. A certificate of insurance with the required information must be received prior to the event.
Alcohol Policy
Below is a brief summary of the Diocese’s Alcohol Service Policy. The full Alcohol Service Policy must be reviewed prior to the service of alcohol for any reason.
Home-Prepared Food Policy
Home-prepared food can be served only at events that are invitation only, per the City of Frisco Health Department. It cannot be served at events that are open to the general public. Food at general public events must either be purchased or prepared in the church kitchen that receives annual certification. To prepare food in the church kitchen, it must be reserved by emailing the Ministry Team ([email protected]).
Carnivals, Raffles, Bingos & Poker Tournaments/Casino Nights
Carnivals – The full Diocese Carnival Internal Controls requirements must be reviewed prior to any requests for carnival-style events.
Raffles – A few general guidelines for raffles are listed below. The full Diocesan Raffles Policy must be reviewed prior to any requests for raffle fundraisers.
Bingos – A few general guidelines for bingos are listed below. The full Diocesan Bingo Policy must be reviewed prior to any requests for bingo events.
Poker Tournaments/Casino Nights – Rigorous steps must be taken to ensure that an event involving gaming does not result in illegal gambling. A few resources that should be reviewed prior to requesting a gaming event are Diocese Tips & Guidelines for Gambling and Info from Texas Attorney General and Texas Bar Association Websites. These are a few notations:
♦ The winners are decided by a game of chance
♦ Prizes of value are awarded
Event (must be approved by Parish Council*) – a happening that extends beyond members of the hosting ministry that is either free to attendees or fee-based where funds received are determined solely to cover the cost of the expenses.
Fundraiser (must be approved by Finance Council*) – an effort to raise funds for a particular ministry/purpose. Two (2) fundraisers per ministry are permitted each fiscal (July-June) year. Additional fundraisers can be requested with the following guidelines:
- If the fundraiser is in the form of an event, it cannot take place onsite (unless it is as a vendor at the Ladies Auxiliary Holiday Bazaar).
- Sales must take a passive approach (no sales at a table after mass, at other ministry meetings, etc.)
- Bulletin blurb/Enews/signage in commission hallway display box providing details and links are acceptable. A bulletin ad would also be acceptable so long as it fits within the ministry’s maximum annual allotment of ads.
*An Event/Fundraiser Request Form should be submitted to your ministry team at least two months in advance to ensure enough time to get any necessary approvals. (Having the request in by the first week of a month will provide the quickest turnaround due to dates of Parish and Finance Council meetings.) Planning should not take place until you have received the approved form. Once a recurring event and/or fundraiser is approved, it does not need annual approval. The hosting ministry is responsible for all set-up and clean-up of the event. All parish Safe Environment & Photo/Video guidelines will be in place for any activity.
Guest Speaker Approval
All speakers must be approved through the Safe Environment Coordinator before publicity can occur, and at least three (3) weeks prior to event.
Vendor Contracts & Insurance Requirements
For all parish or ministry events taking place on or off church grounds, any hired vendors that have contracts, terms and/or conditions (including but not limited to rental agreements and liability waivers) must be reviewed by the Diocese Risk Management office prior to signing and submission to ensure reduced liability on the parish and Diocese. Examples include bounce houses, bus rentals, retreat location rentals, etc. You can forward such documents to the Parish Financial Director with at least a one (1) week lead time. These contracts/terms can only be signed by the Pastor. In addition, such vendors must carry general liability insurance limits of at least $1,000,000 per occurrence and name ‘St. Francis of Assisi Catholic Church’ as ‘additional insured’, addressed to 8000 Eldorado Parkway, Frisco TX 75033. Insurance coverage for their employees and automobile liability (if their operation involves any vehicles) must also be included. A certificate of insurance with the required information must be received prior to the event.
Alcohol Policy
Below is a brief summary of the Diocese’s Alcohol Service Policy. The full Alcohol Service Policy must be reviewed prior to the service of alcohol for any reason.
- Alcohol service is limited to special occasions approved by the Pastor
- Alcohol service is restricted to beer and wine only
- Alcohol service is allowed only if served along with food and non-alcoholic beverages
- Alcohol service must end at least one hour prior to the end of the event
- Under no circumstances will alcohol be served to anyone under the age of 21
- At no time are attendees allowed to bring their own alcoholic beverages to an event
- Alcohol servers must be instructed not to serve anyone who appears to be intoxicated
- Planning for alternative transportation options must be conducted prior to any event
- Event hosts are advised to insist on alternative transportation to anyone visibly impaired or intoxicated
- All applicable state/local laws and ordinances pertaining to alcohol service must be observed. TABC Temporary Permit and Fundraising Events info must be reviewed.
- If alcohol is sold or if there is a door or meal charge, donation container, etc., licensing and permitting may be required.
Home-Prepared Food Policy
Home-prepared food can be served only at events that are invitation only, per the City of Frisco Health Department. It cannot be served at events that are open to the general public. Food at general public events must either be purchased or prepared in the church kitchen that receives annual certification. To prepare food in the church kitchen, it must be reserved by emailing the Ministry Team ([email protected]).
Carnivals, Raffles, Bingos & Poker Tournaments/Casino Nights
Carnivals – The full Diocese Carnival Internal Controls requirements must be reviewed prior to any requests for carnival-style events.
Raffles – A few general guidelines for raffles are listed below. The full Diocesan Raffles Policy must be reviewed prior to any requests for raffle fundraisers.
- A raffle prize cannot be money
- The prize offered must be owned by the sponsor prior to the raffle
- ‘Official Rules’ must be adopted and posted. The Diocese Official Raffle Rules Template is the minimum required rules for conducting a raffle.
- Raffles must comply with the Texas Charitable Raffle Enabling Act
- The IRS has reporting and tax withholding requirements for raffle prizes in excess of $600
- No raffle prize valued in excess of $5,000 can be given to the winner until the entity collects any required federal income tax withholding from the winner
Bingos – A few general guidelines for bingos are listed below. The full Diocesan Bingo Policy must be reviewed prior to any requests for bingo events.
- Licensing, displaying and reporting requirements must be followed per the Texas Lottery Commission
- Licenses are valid for four (4) hours only during any one day
- Games must be conducted and prizes awarded on the days and within the times specified on the license
- Persons younger than 18 years of age may not play unless accompanied by a parent or guardian
- The amount of a bingo prize cannot have a value of more than $750 for a single game and you cannot offer to award on a single bingo occasion prizes with an aggregate value of more than $2,500
- If door prizes are awarded, they may not exceed $250 in value
- Raffle tickets may not be offered as bingo prizes
- If alcohol is served at the event, the alcohol policy must be adhered to (licensing and permitting may be required)
Poker Tournaments/Casino Nights – Rigorous steps must be taken to ensure that an event involving gaming does not result in illegal gambling. A few resources that should be reviewed prior to requesting a gaming event are Diocese Tips & Guidelines for Gambling and Info from Texas Attorney General and Texas Bar Association Websites. These are a few notations:
- If all three (3) of these conditions are met, the circumstances most likely lead to illegal gambling:
♦ The winners are decided by a game of chance
♦ Prizes of value are awarded
- If the game is free to enter, then prizes of value may be awarded
- If an entry fee is charged, then prizes of value may not be awarded
- Nonprofits can sell food and beverages and/or conduct an auction instead to use a gaming event as a fundraiser
- If alcohol is served at the gaming event, the alcohol policy must be adhered to (licensing and permitting may be required)