Immaculate Conception Church Wilmington, North Carolina

Transcription

1 Reports to: Plant/Operations Commission Bishop's Annual Appeal (BAA) Coordinator Position Description Pastor / Plant/Operations Commission Chairperson. Ministry Purpose / Objective: To aid the Pastor in soliciting parish-wide support for the Bishop s Annual Appeal (BAA) collection according to diocesan guidelines from Raleigh. General Responsibilities of All Ministry Coordinators: Discerns God s message in one s own life regarding stewardship of Time, Talent and Treasure. Is familiar with ministry guidelines and General Parish Procedures, especially facility usage. Maintains updated participant records including phone numbers and addresses. Recruits new ministry members, using bulletin announcements, etc. Confirms with parish secretary that volunteer is a registered member of Immaculate Conception. Responds to inquiries from prospective ministers, (verbal, , telephone, Time & Talent sheets, interest sheet on back of registration form) regarding your ministry within ten business days. Maintains accurate records to provide ministry specific input for (see templates): o Quarterly Stewardship Bulletin Report o Annual Stewardship Report o Prepare documentation for this ministry s budget o Ministry Goals and Objectives o Ministry successes Writes and submits bulletin articles and when appropriate, a thank you for the bulletin, especially after special events, giving a full accounting of number of participants, items collected, etc. Keeps the Commission Chair advised of needs, issues, and positive experiences so they can be incorporated into the planning process. Presents ministry in a positive light at all times. Page 1 Ministry Position Description Revised: 06/30/2013

2 Responsibilities of Bishop's Annual Appeal (BAA) Coordinator: Maintains familiarity with diocesan financial regulations and policies. Oversees the stewardship and accounting aspects of the Bishop s Annual Appeal. Attends kick off dinner and premier video showing led by Bishop. Coordinates showing of BAA video at each Liturgy. Coordinates In-Pew collection day Communicates with: o Pastor for guidance and concerns of department o Secretary for Bulletin announcements o Outside contacts for guest speakers Receives and records pledges from ICC parishioners. Maintaining records of member pledges via Microsoft Excel. Special Activities: Annual Parish Leadership Training. Communicates needs of BAA process to all Commission and Committee Chairpersons and collects documentation to perform the budget process. Meetings (when held, frequency, etc.): One to two meetings / month January - March. All Commission meetings. Time Commitment: Four to six hours / week January - March. Expected Length of Commitment: Two years, and may be extended by one year with a maximum term of three years. Qualifications Required: Ability to work well with others. Ability to analyze and solve problems in procedures. Effective communication both verbal and written. Ability to count money and use a calculator. Page 2 Ministry Position Description Revised: 06/30/2013

3 Bishop's Annual Appeal (BAA) Coordinator Resource(s): Assistant Coordinator Assists the Coordinator and prepares to take over coordinator s duties and responsibilities at the end of coordinator s term when coordinator is not a staff member. Acts as coordinator in Coordinator s absence. Other functions, as directed by the Coordinator. Page 3 Ministry Position Description Revised: 06/30/2013

4 General Tasks: Plant/Operations Commission Bishop's Annual Appeal (BAA) Coordinator Task List Recruits new members. Confirms with parish secretary that volunteer is a registered member of Immaculate Conception. Maintains member list and advises secretary of any changes to ministers records (phone number, , address). Conducts training sessions during the course of the year. Ensures training dates and times are on the parish calendar. Completes Facility Reservation Form (FRF) for dates when utilizing the De Sales Faith Formation Center or the church facilities. Contacts Business Manager to fill out Facility Access/Magnetic Lock Keycard Record & Agreement for assignment of Access keycard when utilizing the De Sales Faith Formation Center or the church facilities. Participates in yearly Commissions/Stewardship Fair. o Updates Story Board for Commissions/Stewardship Fair. o Recruits members of ministry for implementing Commissions/Stewardship Fair. Reviews and updates ministry position descriptions yearly. Evaluates the ministry yearly, (What worked well? What didn t work well? What needs to be done differently). Additional Tasks: Attends training session provided by Diocese. Prepares bulletin announcements and pulpit announcements pertaining to all the aspects of the BAA to secretary. Prepares General Intercessions and submits to Director of Liturgy. Supervises volunteers for stuff/sort/mailing of letter to all parishioners. Arranges for guest speaker at all weekend liturgies. Processes BAA pledges according to Instructions on opening and processing BAA pledges. Ensures all materials are available for In-Pew Appeal at all weekend liturgies. Continues to tally and report total donations for bulletin publication. Publishes thank you notices in bulletin and reminders to pay on pledges. Page 4 Ministry Position Description Revised: 06/30/2013

5 Processing Pledges: Set up two large notebooks with ABC dividers for placing copies of the pledges. Obtain a current list of all registered parishioners from the secretary and place it in a notebook. In the back of the notebook have pages to list donors who are not registered as parishioners. Place any pledges in a large envelope that the address does not match what is in the church directory and any pledges for a person not listed in the directory. The secretary will look at these before they are processed. Place any pledges in a large envelope that have a problem that the coordinator needs to contact the person about. Copy the pledge card and make detailed notes of conversations. Date and initial all notes made. Reserve Conference Room for Tuesday mornings. The weekend collection is counted on Mondays. Open a pledge and check the information on the pledge form and their check to make sure it matches the church directory. If all the information matches, place an X across their information in the directory with a highlighter. Paperclip the pledge card and the check together. Sort the pledges by the type of pledge (credit card, cash, check, pledge only). Place pledges in the designated baskets as they are opened and checked. Make a copy of the pledge card and check. If cash was included, make a note on the page indicating what denominations were included. Place the copies of the pledges in the notebooks. Staple the check to the pledge card and keep the pledges sorted by the type of pledge. Enter all pledges into the computer on Wednesday. It is better to have one person doing the data entry. The coordinator should be present on Wednesday to answer any questions and check the transmittal forms. After the transmittal forms are run and checked, place name labels on the thank-you cards. Place a dot with a highlighter next to their name in the directory to indicate that the pledge has been processed and the thank-you note is done. Thank-you notes must be mailed on the same day they are stamped with the postage machine. Thankyou notes are sent out each week. In- Pew Collection: Set up baskets with envelopes and pens for the Ushers to pass out at each liturgy. The baskets will need to be refilled before each liturgy. Ensure Ushers at all liturgies know what they are to do. Enlist some committee members to stay in the conference Room between the Sunday liturgies to open the pledges. If possible, ask Office Manager to open safe to obtain pledges from the Saturday liturgy. Since the envelopes used will not have the parishioners ID number, you need to pull their pledge card from the diocese and attach it to the envelope. Ascertain the amount pledged to let the Pastor know how close we are to our goal. Process all pledges on Tuesday (see above). Page 5 Ministry Position Description Revised: 06/30/2013

6 Reports to: Plant/Operations Commission Bishop's Annual Appeal (BAA) Member Position Description Bishop's Annual Appeal (BAA) Coordinator. Ministry Purpose / Objective: To aid the Pastor in soliciting parish-wide support for the Bishop s Annual Appeal (BAA) collection according to diocesan guidelines from Raleigh. General Responsibilities of All Ministry Members: Discerns God s message in one s own life regarding stewardship of Time, Talent and Treasure. Is familiar with ministry guidelines and General Parish Procedures. Presents ministry in a positive light at all times. Responsibilities of Bishop's Annual Appeal (BAA) Members: Assists in the annual parish Bishop s Annual Appeal collection. Special Activities: None. Meetings (when held, frequency, etc.): One to two meetings / month January - March. Time Commitment: One and one half to three hours / week late January March (approximately six weeks) Expected Length of Commitment: At least one year. Page 6 Ministry Position Description Revised: 06/30/2013

7 Qualifications Required: Ability to communicate effectively. Page 7 Ministry Position Description Revised: 06/30/2013