Vision of St. Mary Magdalen: To be a community of Disciple-makers.

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1 St. Mary Magdalen Parish Solicitation (includes Fundraising) & Grant Process FACTS AND QUESTIONS (FAQ) DUE: June 1, 2016 (May 25 for In-kind Solicitations) Vision of St. Mary Magdalen: To be a community of Disciple-makers. Solicitation (includes Fundraisers) & Community Building Events (PY 17) Application Thank you for inquiring about St. Mary Magdalen s fundraising/solicitation and grant process. As required by Canon Law (the law that governs the church), all fundraising and solicitations occurring either in the name of the parish/parish organization or on parish property must be granted approval by the Parish Finance Council. The deadline to complete applications is June 1, Please complete and forward to the Parish Office, Attention: Parish Finance Council. Grants, solicitations and fundraising approvals are only available to recognized parish ministries and organizations and, on a very limited basis, partner ministries and organizations. We are unable to fundraise for outside organizations, Catholic or otherwise. Parish ministries are unable to raise funds within the parish for outside organizations. What is the Parish's Fundraising Plan? One of the Pastoral Council s goals for the parish is to spend more time carrying out Christ s work on earth, and less time trying to raise money. According to the pastoral plan of St. Mary Magdalen, by 2019, we will reduce all fundraisers through the parish and school to five, and all activities of the parish will net the end result of making disciples and disciple makers. In its instructions on the parish budget, the Pastoral Council encouraged the Finance Council to develop a process to decrease the amount of fundraisers so that our ministries and organizations can concentrate on the critical work of the Church. The process looks at the following criteria: 1) the direct correlation between the fundraising activity itself and the mission of the church, 2) the fundraiser activity must illustrate how it is making disciples, 2) how much profit the fundraiser makes (i.e., the fundraiser must earn income greater than expenses according to this time table: Amt. Raised of expenses Example In PY 15: 150%: If expenses were $100, the fundraiser needs to make $150. In PY 16: 200% If expenses were $100, the fundraiser needs to make $200. In PY 17: 250% If expenses were $100, the fundraiser needs to make $250. If PY 18: 300% If expenses were $100, the fundraiser needs to make $300 What if our fundraiser does not meet the new fundraising continuation requirements? Please apply for a Community Fest Grant. If that still does not meet your ministries required needs, please prepare a proposal (by June 1) with the proposed expenditures, any funding sources outside of the fundraiser (i.e., fees collected by participants) and what amount needed above and beyond the Community Fest grant request. If you designated as a parish ministry, you may be eligible for a Discipleship Grant. St. Mary Magdalen Fundraising Solicitation & Grant Process FAQ 1

2 What if we want to just Solicit in some fashion (for in-kind materials such as a food or clothing drive)? In-kind solicitations must be approved first by the Corporal Works of Mercy Commission and must be in line of the parish vision and efforts. Once the Corporal Works of Mercy commission has approved, it will go on to the Finance Council for their approval. Deadline for these requests is May 25, Only recognized parish ministries and organizations as well as partner ministries may fundraise or solicit within the parish or on behalf of the parish, upon the advance approval of the Corporal Works of Mercy Commission & Parish Finance Council. What if we want to Fundraise/Solicit in some fashion (for funds or any ask ), or host a Community Building Event? Please complete Solicitation, Fundraising & Community Building Event application. Only recognized parish ministries and organizations as well as partner ministries may fundraise or solicit within the parish or on behalf of the parish, upon the advance approval of the Parish Finance Council. What is the Finance Council looking for when it approves solicitations, fundraisers and other events? 1) It determines whether the event is funding the needs of specific parish ministries (Early Learning Center, School, Youth Ministry, etc.). While we do not approve the raising of funds within the parish of other non-profits, ministries may give their funds to outside organizations, provided that they do not raise funds in the outside organization s name. (i.e., a ministry may disperse funds raised through their community fest grant or auction proceeds to the Missionaries of Charity, but ministries may not raise funds in Mother Teresa s or the Missionaries of Charity in their name.) 2) If they are community-building events (i.e., parish picnic, pancake breakfast, Lenten Fish Fry). 3) If they are solicitations events (i.e., food drives, clothing drives). 4) The actual Fund-raiser needs to act our mission/faith (not just support it through the money it raises). If a group is to sell something, it must be Christian in nature (i.e., Keeping Christ in Christmas Christmas card sales, Dinner Theatre with a Christian Message). The ministry will need to articulate how the event itself will make disciples and disciple makers. 5) The Finance Council will ensure that the same type of fundraiser is not duplicated during a given year. If there is a duplicate fundraiser (i.e., two separate ministries/organizations are competing to hold a golf outing), one or all of the ministries/organizations will be asked to not fundraise. This does not include a fundraiser when two or more ministries are working together to support a jointfundraiser (i.e., School & CCW working together to sponsor an auction). 6) In an effort to reduce fundraising events to 5 by 2019 (as stated in the pastoral plan), this year, Fundraising events will be approved if they make a profit (income raised minus fundraising expense, not including the Benevolent/Endowment Tithe) of at least 200% of the amount raised (2:1). We will be looking at last year s summary report to determine whether that margin has been obtained. According to the Standards of Excellence: An Ethics and Accountability for Catholic Parishes, Dioceses and Nonprofits, the ratio of fundraising should be three raised for every one dollar spent (3:1 ratio). By 2019, the five remain fundraisers will have that ratio, along with being able to demonstrate that the event itself makes disciples and disciple makers. Amt. Raised of expenses Example In PY 15: 150%: If expenses were $100, the fundraiser needs to make $150. In PY 16: 200% If expenses were $100, the fundraiser needs to make $200. In PY 17: 250% If expenses were $100, the fundraiser needs to make $250. If PY 18: 300% If expenses were $100, the fundraiser needs to make $300 St. Mary Magdalen Fundraising Solicitation & Grant Process FAQ 2

3 When is the deadline for applications? Applications are being accepted until June 1, 2016 for grants and fundraisers to be earned/accomplished during Pastoral Year They are to be turned into the Parish Office. Applications are also available after April 10 by applying on-line at: After that date, fundraisers, and communitiy-building evens will not be accepted until next Pastoral Year. In- Kind soliciation Applications are due May 25, 2016 What period does the application cover? CommunityFest Grants, Discipleship Grants, fundraisers and community events will be allocated for Pastoral Year 2017 only (July 1, 2016 through June 30, 2017). If you wish to schedule something between July 2017 and June 2018, please contact the Pastoral Associate (Lois) for further information. What if I applied last year, do I need to apply this year? Yes. Each year, the Finance Council is charged with reviewing and approving all fundraisers/solicitations for the coming year. Approval is required each year. The event will not be scheduled on the parish calendar until it is approved. Are there any black-out periods when we won t be able to fundraise/solicit? Yes. As referenced in the Fundraising Policy established in 2007, the dates in 2014 and 2015 that are black-out dates (when no fundraising/solicitation may occur) are as follows: July 21 July 26, 2016 (Feast Day celebration) October 14 16, 2016 (CommunityFest is the exception) October 31 November 24, 2016 December 24 & 25, 2016 February 10 through February 20, 2017 April 8 through April 16, 2017 (Holy Week with the exception of the Seder Meal & Easter Lilly Sales) April 27 through May 7, 2017 (Time & Talent Awareness efforts) July 19 July 26, 2017 (Feast Day celebration) October 20-22, 2017 (CommunityFest is the exception) October 30 November 22, 2017 December 24 & 25, 2017 This includes a blackout from bulletin announcements, pulpit announcements, ticket sales and advertisements around campus. To schedule a fundraiser or community building event past June 30, 2017, please see the Pastoral Associate. What do we need to do to apply? 1) Complete the attached application. The Finance Council will only review fully-completed applications. 2) If fundraising, please acquire the chair/president/supervisor s signature of the ministry/organization that the ministry is accountable to. If a CCW. Circle is fundraising, please make sure the C.C.W. president has signed-off on the fundraiser. 3) If you fundraised during Pastoral Year 2016 (July 1, 2015 through June 30, 2016), please make sure the Summary of Solicitation/Fundraiser/Community Building Event Report (attached) is fully complete and returned to the Parish Office. Confirm that the Benevolent Fund/Endowment tithe has been disbursed. Please note, ministries have 30 days after the fundraiser to process the Summary and Benevolent Fund/Endowment Tithe. If after 30 days we St. Mary Magdalen Fundraising Solicitation & Grant Process FAQ 3

4 have not heard from the ministry regarding this report, your application serves as authorization to disburse those funds automatically (calculation will be based on the gross income). If in doubt whether your fundraiser completed this form, please check with Lois, Heidi or Betsy (if a school organization).) If this report is not complete, it may delay your approval process. Unfortunately, no future grants or fundraisers will be considered or approved until a completed Summary Report is returned and an endowment contribution is made. What is the Benevolent Fund/Endowment Tithe? In order to ensure that we also think about our future as a parish community and the future of our ministries, a portion (ten percent) of the proceeds of each fundraiser will be designated for either the Parish or School Endowment. In this way, we are not only concerned about Christ s work at this moment, but also about funding Christ s work in the future. In that way, the legacy of the ministry is able to benefit future generations. The parish ministry/organization fundraising will make the choice of which endowment fund (parish or school or both) to designate the tithe. The amount of the tithe and selection of the endowment is indicated directly on the Summary of Solicitation/Fundraiser/Community Building Event Report and will be automatically transferred to the endowment once the report is completed. The Summary of Solicitation/Fundraiser/Community Building Event Report is due within 30 days after the fundraiser. If the report is not turned in within the 30-day period, your application serves as permission for the parish to automatically deduct your portion of the Endowment tithe from your ministry account (calculation will be based on the gross income, unless a Summary report is returned). What if we want to host a community building event instead of a fundraiser? A community building event s purpose is to specifically build a sense of community among our members, or show appreciation or recognition to those who help us carry out our mission. These events are either pre-budgeted (i.e., a thank-you dinner paid for by sacrificial giving or by the fundraiser), or have a fee associated with them to cover the costs. Unless the community building event has been specifically reviewed and approved through the budgeting process, it should pay the event (be self-sustaining). If the event raises more money than the costs, because it is not a fundraiser, any excess monies will go back to the parish to support all ministries, cover maintenance and other related expenses. A Summary of Solicitation/Fundraiser/Community Event Report is required at the conclusion of the event. When will we learn whether our Fundraiser has been approved? Applications are typically approved on or before the end of July. The Finance Council spends the month of June and July reviewing the applications and hosts a meeting to consider each application. Once it has been approved, the Pastoral Associate will meet with Facility Scheduler to ensure that the fundraiser is assigned a date on the parish calendar. This year, we ask that you also include the date you wish it to show in the bulletin as well as have a table in the breezeway after Mass (if applicable) so we may reserve the space in advance. What if we have more questions? Please contact Lois at the parish office at Applications MUST be submitted prior to June 1 to be considered (May 25 if it is an in-kind solicitation!) Please submit pages 5-10 of this application to the Parish Office Attention: Finance Council St. Mary Magdalen Fundraising Solicitation & Grant Process FAQ 4

5 SOLICITATION (including FUNDRAISING and IN-KIND Solicitation) and COMMUNITY BUILDING EVENTS DUE: June 1, 2016 (May 25 if In-kind Solicitation) PLEASE NOTE: THE SUMMARY OF SOLICITATION/FUNDRAISING/COMMUNITY BUILDING EVENT REPORT FROM THE MOST RECENT EVENT NEEDS TO BE COMPLETED BEFORE ANY OTHER FUNDRAISERS/COMMUNITY BUILDING EVENTS WILL BE CONSIDERED FOR APPROVAL. Only recognized parish ministries and organizations may solicit or fundraise within the parish or on behalf of the parish. These solicitations, fundraising, in-kind solicitations and community-building events should monetarily (if applicable) support specific parish ministries (Adult Center, School, Youth Ministry, etc.) While we do not approve the raising of funds within the parish of other non-profits, ministries may give their funds to outside organizations, provided that they do not raise funds in the outside organization s name. (i.e., a ministry may disperse funds raised through their community fest grant or auction proceeds to the Missionaries of Charity, but ministries may not raise funds in Mother Teresa s or the Missionaries of Charity in their name.) They may also be strictly community-building events (break-even ventures) such as a parish picnic, pancake breakfast, or Lenten Fish Fry. The actual event needs to act our mission/faith (not just support it through the money it raises). If a group is to sell something, it must be Christian in nature (i.e., Keeping Christ in Christmas Christmas card sales, Dinner Theatre with a Christian Message). We are applying to solicit the parishioners for (not related to raising of funds, but in-kind gifts instead (like clothing, etc.)) We are applying for a fundraiser We are in-kind solicitation (food drive, clothing drive etc.) Note: deadline for this application is May 25 so it may go to the Corporal Works of Mercy Commission We are applying for a Community Building Event Name of Event/Fundraiser/Community Building Event/Solicitation: MINISTRY INFORMATION Name of Applying Ministry (must be a recognized parish ministry or activity): Contact Person Responsible for the effort: Home phone: ( ) Signature of President/Chair/Staff: * The signature of the president/chair/staff member of each applying organization needs to be included in order to insure coordination. If a CCW Circle is applying to Solicit, Fundraise (Section V), please include the signature of CCW president. Note Bene: In addition, the ministry/organization recognizes the black-out dates for any type of solicitation, including but not limited to events on such dates, requests from the pulpit or bulletin, or other type of media available to the parish ministries. This means that the ministry/organization understands it will need to plan advertising, solicitations and events outside of those dates and will not request a dispensation. St. Mary Magdalen Fundraising/Community Building/Solicitation Request 5

6 Purpose of funds: ministry/organization needs charitable (outside-the parish) other parish ministry parish operating fund parish endowment If ministry/organization needs, please explain how funds will be used: If funds will go to a charity outside the parish, please list which ones: Is this a new fundraiser? If so, what previous fundraiser(s) would you be replacing in exchange for this new fundraiser? 1a) Fundraiser: 1b) Please turn in a copy of the Summary of the Solicitation/Fundraiser/Community Building Event Report (Section V) for each fundraiser (if Fundraiser took place between July 1, 2015 through June 30, 2016) Will you be offering alcohol at your event? (License required. We are limited to nine (9) permits per year.) According to the State of Florida, alcohol permits are required if you are selling alcohol, or providing alcohol but charging any fees (tickets or entrance fees). We only provide alcohol permits to our recognized ministries. Also, the ministry, not parish staff, is responsible for physically obtaining the license. If the ministry cannot obtain the license, it will not be granted. Any event with an alcohol license may not allow participants to bring their own. Our ministry Will or Will not physically retrieve the license from the licensing agencies (state and city). Our ministry agrees to monitor and not allow and monitor any BYO activities while under the jurisdiction of the license. What event or activity are you wishing to sponsor: (i.e. candy sale, dinner, etc.)? Proposed start date: Proposed ending date: Alternate start date: Alternate ending date: Block out dates: As referenced in the Fundraising Policy of 2007, there will be no fundraising, solicitation, or advertising for fundraising on the following dates: 2016 July 21 July 26, 2016 (Feast Day celebration) October 14 16, 2016 (CommunityFest is the exception) October 31 November 24, 2016 December 24 & 25, February 10 through February 20, 2017 April 8 through April 16, 2017 (Holy Week with the exception of the Seder Meal & Easter Lilly Sales) April 27 through May 7, 2017 (Time & Talent Awareness efforts) St. Mary Magdalen Fundraising/Community Building/Solicitation Request 6

7 July 19 July 26, 2017 (Feast Day celebration) October 20-22, 2017 (CommunityFest is the exception) October 30 November 22, 2017 December 24 & 25, 2017 What is the budget? (if you did not offer this fundraiser last year, please complete these next questions, otherwise, turn in the Summary of Solicitation/ Fundraiser/ Community Building Event Report. Same as last year. Please refer to our submitted "Summary of Solicitation/ Fundraiser/ Community Building Event Report. If anticipating a difference in revenues, expenses or goals, please complete the following: Total Revenues: $ (i.e., we need to raise $1,000 so we can net $500 after expenses (materials). $1,000 is the total revenue received) Total Expenses: $ What is your monetary goal (total revenues minus total expenses): $ * Please make sure the parish s sales tax exemption is used when purchasing items for the fundraiser. This will save you additional expenses. Please note: In an effort to reduce fundraising events to 5 by 2019 (as stated in the pastoral plan), this year, Fundraising events will be approved if they make a profit (income raised minus fundraising expense, not including the Benevolent/Endowment Tithe) of at least 200% of the amount raised (2:1). We will be looking at last year s summary report to determine whether that margin was obtained. According to the Standards of Excellence: An Ethics and Accountability for Catholic Parishes, Dioceses and Nonprofits, the ratio of fundraising should be three raised for every one dollar spent (3:1 ration). By 2019, the five remain fundraisers will have that ratio, along with being able to demonstrate that the event itself makes disciples and disciple makers. Amt. Raised equal to expenses Example In PY 15: 150%: If expenses were $100, the fundraiser needs to make $150. In PY 16: 200% If expenses were $100, the fundraiser needs to make $200. In PY 17: 250% If expenses were $100, the fundraiser needs to make $250. If PY 18: 300% If expenses were $100, the fundraiser needs to make $300 Fundraising events should make a profit (income raised minus fundraising expense, not including the Benevolent/Endowment Tithe) of at least 200% of the amount raised. Fundraisers will not be approved unless it is at least a 2:1 ratio of income versus expenses. Location(s) of the solicitation/fundraiser (breezeway, Parish Life Center, Local Car wash list all that apply. This will help us to reserve the space): Please list where you want to advertise/publicize and on what dates: Where: When: Please list the date in which you wish to sell tickets/items in the Breezeway: St. Mary Magdalen Fundraising/Community Building/Solicitation Request 7

8 Please list the date(s) of the event: How many people will you involve in the work of solicitation/fundraising (i.e., 20 parishioners from the Men s Club will cook, serve, market, set-up, clean up): How many hours total and per person will be involved from beginning to end (planning to implementing) to host this event (i.e., 12 adults working 10 hours each & 50 school children working 3 hours each, for a total of 270 hours): What vendors/special donors will be contacted for contributions/sponsorship? Per the request of our vendors, we have some new guidelines. We will contact you if you are contacting vendors or special donors for sponsorship. We will be contacting vendors for sponsorship. Who on your team should we contact about these new guidelines. We do not plan to contact additional donors/vendors. Who will be responsible for collection and accounting for the funds (need to have Safe Environment/Background clearance)? Where will the materials and/or contributions be stored? How will the money be collected and secured until deposited with the parish/school? Please note: Within 30 days after the ending date of your fundraising, please provide an accounting of income, expenses, amount of actual hours worked and uses of the proceeds. A report form will be included in your confirmation to fundraise (and is also located in Section IV of this application). Please submit this to the parish office attention Lois. If the report is not turned in within the 30 day period, your application serves as permission/authorization for the parish to automatically deduct your portion of the Endowment tithe from your ministry account (calculation will be based on gross income in the absence of said report). Anyone who will be handling money or have access to it will need to have a current background check/fbi fingerprinting record on file in the parish office as well as successfully complete the Safe Environment Training. Once approved to fundraise, please submit names to the Steward for Time &Talent (Melissa) of those who will have access to the funds raised. St. Mary Magdalen Fundraising/Community Building/Solicitation Request 8

9 Justification on how this event or solicitation will make disciples or disciple makers. The Pastoral Council has mandated that all activities of the parish, including fundraising, carry out the mission and vision of the parish. Please provide a few concrete examples which show how, after participating in your fundraising event, community-building event or solicitation, the participant will have grown in their discipleship or how will your event make other disciples. (Example: Christian disciples are good stewards of all the gifts from God, including the gift of health. Participating in the Mustang Stampede involves the healthy activity of running around the track. Students who participate will learn about being good stewards of their bodies by participating in healthy exercise. OR When the meal-packing event is complete, the participants will have performed a corporal work of mercy feeding the hungry. ) Please note: if any information is missing, it may delay approval. Please do not assume dates are final. Dates are subject to change. There is prioritization of the scheduling/use of the parish facilities. Have you submitted your Fundraising Report from last year, and processed funds for the Parish or School Endowments? Your application will not be considered until that report and process is completed. Our Mission: St. Mary Magdalen Catholic Parish is a Eucharistic community that places God first in all things and comes together as family to love as Christ loves and serve as Christ serves. We value: Community + Engagement + Eucharist + Faith Formation + Family + Stewardship + Witnessing & Evangelizing Our Vision: To be a community of Disciple-makers. FOR FINANCE COUNCIL USE ONLY: DOES THIS FUNDRAISER HAS A 2:1 RATIO OF INCOME TO EXPENSE: DOES THIS ACTIVITY MAKE DISCIPLES OR DISCIPLE-MAKERS: ARE THERE ANY PROBLEMS WITH BLACKOUT DATES: IS THIS EVENT APPROVED: CAN THE EVENT BE GRANTED THE USE OF ST. MARY MAGDALEN S ALCOHOL LICENSE? St. Mary Magdalen Fundraising/Community Building/Solicitation Request 9

10 SUMMARY OF SOLICITATION/FUNDRAISER/COMMUNITY BUILDING EVENT/ SERVICES REPORT (INCOME VERSUS EXPENSES) Please note, no future grants or fundraisers will be considered nor approved until this report is completed and an endowment contribution is made/designated. If your organization has not previously completed this Summary and returned to the Pastoral Associate in the Parish Office, then this section must be completed before consideration to fundraise will be made. Once the endowment contribution is designated, the parish/school office will transfer the funds to the respective endowment. Organization Name Fundraiser Date(s) of Fundraiser Income Income from Event (1) Ticket Sales $ (2) Merchandise Sales $ (3) Other $ (4) Other $ (5) Other $ (6) Other $ (A) TOTAL Income from Event (1)+(2)+(3)+(4)+(5)+(6) (B) Income from Donations $ $ (C) TOTAL INCOME (A) + (B) $ Expenses (1) Publicity (bulletin inserts, etc.) $ (2) Purchase of items for sale $ (3) Food $ (4) Decorations $ (5) Other $ (6) Other $ (7) Other $ (8) Other $ (D)TOTAL Expenses (1)+(2)+(3)+(4)+(5)+(6)+(7)+(8) $ (E) NET INCOME (C) - (D) (should be at least 50% of income raised) $ 10% of Net Income to be contributed to one of the Endowments (E) * 0.10 $ (Please check which endowment to contribute to:) Parish Endowment School Endowment Split between Parish & School Please make check payable to St. Mary Magdalen Parish Endowment or St. Mary Magdalen School Endowment. Please return the endowment check and the Income-Expense report to the Pastoral Associate in the parish office within 30 days of your fundraising event or before your organization's next fundraising event is publicized, whichever comes first. If the report is not turned in within the 30 day period, your application serves as permission/authorization for the parish to automatically deduct your portion of the Endowment tithe from your ministry account (calculation will be based on gross income in the absence of this report). St. Mary Magdalen Parish Name of person reporting: 861 Maitland Avenue Signature of person reporting: Altamonte Springs, FL Phone Number: St. Mary Magdalen Fundraising/Community Building/Solicitation Request 10