Bishop s Annual 2013 Instruction and Reporting Procedures Manual

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1 , ul To Go f h t i d a F Loving To Our Neighbor Bishop s Annual 2013 Instruction and Reporting Procedures Manual

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3 Table of Contents A Message from Bishop Frederick F. Campbell... ii Bishop s Annual Appeal Facts and Figures Annual Appeal Calendar...2 Bishop s Annual Appeal Allocation of Funds...4 Bishop s Annual Appeal Materials...5 Bishop s Annual Appeal Overview...7 Announcement Weekend...8 Needed Materials for Announcement Weekend...8 Suggested Announcements, Scripts and Prayers of the Faithful...9 Recruiting New Appeal Volunteers...10 Pastor s Introductory Letter...11 Sample Pastor s Annual Appeal...11 Bishop s Annual Appeal Weekend...12 Needed Materials for Appeal Weekend...12 Suggested Announcements, Scripts and Prayers of the Faithful...13 In Pew Solicitation and Worker Stations...14 Needed Materials for Worker Stations...14 Suggested Announcements, Scripts and Prayers of the Faithful...14 Direct Mail and Telephone Follow-Up...16 Sample Pastor s Follow-Up Letter...16 Needed Materials for Telephone Follow-Up Calls...17 Reporting Procedures of Gifts and Pledges...19 Pledge/Payment Auditing Process...21 Pledge Envelopes...26 Parish Report Form Payment Only Report Form Pledge Increase Report Form 11A Bishop s Annual Appeal Clip Art...30 The information in this manual is designed to assist parishes in reaching their Annual Appeal goal. Any questions regarding the Bishop s Annual Appeal may be directed to the Diocesan Office of Development and Planning, 197 E. Gay St., Columbus, Ohio , ; Toll-Free ; Bishop s Annual Appeal page i

4 A Message From Bishop Campbell Dear BAA Workers and Volunteers: Thank you for your good stewardship of the Bishop s Annual Appeal. Your leadership and service demonstrate your commitment to the Gospel of Jesus Christ. In 2012, your efforts helped to generate over $6.7 million in gifts, and a total of 76 parishes exceeded their goals. The Bishop s Annual Appeal impacts all the parishes throughout the twenty three counties of our diocese. Together, we minister to those in need, and we bear witness to our mission. Our theme, Faithful to God, Loving to Our Neighbor, describes our lives as Christians. Your ministry is appreciated by all of our beneficiaries. I am very grateful to each of you for your personal service and participation. Thank you for your example of faith in action. Sincerely yours in Christ, Most Reverend Frederick F. Campbell, D.D., Ph.D. Bishop of Columbus 2013 Bishop s Annual Appeal page ii

5 Bishop s Annual Appeal - Facts and Figures 2013 Diocesan Information The diocesan goal for 2013 is $6 million. The Bishop s Annual Appeal is the major fundraising effort conducted annually throughout our 23 county diocese with all parishes participating. The Bishop s Annual Appeal provides funds for ministries, programs and services in education, charity, spiritual formation, pastoral ministry, parish assistance, and much more. See page 4 for additional information. Every parish meeting their parish goal has the opportunity to receive 100% of payments received above and beyond their parish goal and free from the diocesan assessment. Pledges may be paid over 10 months from June through the following March. Every gift is tax deductible. We ask that each and every family of our diocese pray for the success of the Appeal and consider a gift to the Appeal. No gift is too small Bishop s Annual Appeal Facts and Figures The 2012 Appeal realized more than $6.7 million in pledges percent of goal, with more than $6.2 million paid, as of February, The average pledge in 2012 was $ A total of 24,373 households contributed to the 2012 Appeal. Seventy six (76) parishes exceeded their goals, providing more than $1.2 million for the needs of the individual parishes. The 2012 Miter Society grew to 1,928 members, welcoming more than 317 new members. The 2012 Miter Society pledged more than $2.94 million towards the $5.9 million goal. The 2012 Miter Society average gift was $1, Parish Information Please contact your pastor or parish administrator for the information below: Our 2013 Parish Goal is: $ Amount Pledged Last Year: $ Number of Donors Last Year: 2013 Bishop s Annual Appeal page 1

6 2013 Annual Appeal Calendar - March and April March BISHOP S ANNUAL APPEAL 2013 CALENDAR Sun Mon Tue Wed Thu Fri Sat Pastor asked to verify /return Miter Society listing to Office of Development and Planning REPORTER WORKSHOP AND KICKOFF DINNER #3 Our Lady of Perpetual Help, G.C REPORTER WORKSHOP AND KICKOFF DINNER #4 St. John Neumann, Sunbury Miter Mass and Dinner Invitations sent from Office of Development and Planning HOLY THURSDAY 29 GOOD FRIDAY Diocesan Offices Closed 30 EASTER VIGIL 31 EASTER SUNDAY 2013 Office of Development and Planning or toll free at April BISHOP S ANNUAL APPEAL 2013 CALENDAR Sun Mon Tue Wed Thu Fri Sat EASTER MONDAY Diocesan Offices Closed Begin displaying BAA Posters at the parish Bishop s Miter Society Solicitation is mailed by the Office of Development and Planning BAA Brochures mailed to all registered parishioners in the diocese by Office of Development and Planning 28 Miter Mass at St. Andrew 4PM ANNOUNCEMENT WEEKEND Announce at all Masses that BAA starts May 5/6 4/5 29 Parish to prepare and mail Pastor s Introductory Letter to all parish families RSVP Date for Miter Mass and Dinner (priests wanting to concelebrate notify Office of Development and Planning) BAA Materials Packing Days BAA materials sent out to parishes ANNOUNCEMENT WEEKEND Announce at all Masses that BAA starts May 4/5 5/6 BAA Bulletin Announcement BAA Bulletin Announcement 2013 Office of Development and Planning or toll free at Bishop s Annual Appeal page 2

7 2013 Annual Appeal Calendar - May and June May BISHOP S ANNUAL APPEAL 2013 CALENDAR Sun Mon Tue Wed Thu Fri Sat 1 Parish Volunteers meet and coordinate roles for BAA weekends and solicitations BAA KICKOFF WEEKEND Play Bishop s Message and Pastor s Talk 5 BAA KICKOFF WEEKEND Play Bishop s Message and Pastor s Talk Sign-up During Mass PARISH REPORT #1 Send to the Office of Development and Planning Sign-up During Mass CONTINUE SOLICITATION Provide Worker Stations at Parish 12 Mother s Day CONTINUE SOLICITATION Provide Worker Stations at Parish 19 CONTINUE SOLICITATION Provide Worker Stations at Parish 26 CONTINUE FOLLOW-UP Use mail or telephone solicitation PARISH REPORT #2 Send to the Office of Development and Planning Pastor Follow-up Letter mailed by Parish 27 MEMORIAL DAY Diocesan Offices Closed 23 PARISH REPORT #3 Send to the Office of Development and Planning PARISH REPORT #4 Send to the Office of Development and Planning CONTINUE SOLICITATION Provide Worker Stations at Parish CONTINUE FOLLOW-UP 31 Use mail or telephone solicitation 2013 Office of Development and Planning or toll free at June BISHOP S ANNUAL APPEAL 2013 CALENDAR 2 CONTINUE FOLLOW-UP Sun Mon Tue Wed Thu Fri Sat 1 CONTINUE FOLLOW-UP Use mail or telephone solicitation 9 CONTINUE FOLLOW-UP Use mail or telephone solicitation 16 Father s Day CONTINUE FOLLOW-UP Use mail or telephone solicitation 23 CONTINUE FOLLOW-UP Use mail or telephone solicitation 3 4 First BAA 2013 Pledge Reminders sent to parishioners by Office of Development and Planning 5 First BAA 2013 Debit/Credit Card Processing by Office of Development and Planning 6 PARISH REPORT #5 Send to the Office of Development and Planning PARISH REPORT #6 Send to the Office of Development and Planning PARISH REPORT #7 Send to the Office of Development and Planning Turn in all no gifts to the Office of Development and Planning before June 30 th PARISH REPORT #8 Send to the Office of Development and Planning Office of Development and Planning or toll free at Use mail or telephone solicitation 7 8 CONTINUE FOLLOW-UP Use mail or telephone solicitation CONTINUE FOLLOW-UP Use mail or telephone solicitation CONTINUE FOLLOW-UP Use mail or telephone solicitation PREPARE TO CLOSE THE PLEDGE CAMPAIGN 30 Reminder: Office of Development and Planning will prepare to send a Follow-up Letter from Bishop in mid-july Bishop s Annual Appeal page 3

8 Bishop s Annual Appeal Allocation of Funds The money raised through the Bishop s Annual Appeal helps to financially assist the following ministries, programs and offices. Please visit for more information. OFFICE OF VOCATIONS Education and formation of seminarians pursuing a vocation to the priesthood. Funds events and programs such as the Andrew Dinners, Marian Dinners, and Learn to Discern. OFFICE OF THE DIACONATE Offers comprehensive formation, continuing education, workshops, and retreats for all Deacons and Diaconate candidates. OFFICE OF DIVINE WORSHIP Assists the office in supporting the Bishop in his role as chief liturgist for our diocese. Funds help to support the spiritual and pastoral programs such as RCIA, celebration of Confirmation and celebration of Episcopal Liturgies for parishes and groups. OFFICE OF CATHOLIC SCHOOLS Provides tuition assistance to families in need. Offers grants to secondary schools for capital needs. Financial support for faculty and staff development, and curriculum enhancement. RELIGIOUS EDUCATION AND CATECHESIS OFFICE Supports all Parish School of Religion teachers and parish catechists in forming the foundations of faith for young minds. MARRIAGE AND FAMILY LIFE OFFICE Provides marriage preparation for couples and life enrichment programs to families. Funds ministries, programs and workshops on parenting and natural family planning. OFFICE FOR SOCIAL CONCERNS Funds the overall goals and mission of the office to build social order through systemic change. Serves as local liaison for national programs; Catholic Relief Services & Campaign for Human Development. BLACK CATHOLIC MINISTRIES Supports the mission of Black Catholic Ministries to promote education, spiritual growth and evangelization within the African American community. CATHOLIC LATINO MINISTRY OFFICE Funds the services, ministry programs, and conferences that focus on the Latino community. DIOCESAN COUNCIL OF CATHOLIC WOMEN Help to support, empower and educate all Catholic Women in spirituality, leadership and service. JOINT ORGANIZATION FOR INNER CITY NEEDS Supports the mission of J.O.I.N. to reach out to those who are in need. OFFICE OF YOUTH AND YOUNG ADULT MINISTRY Provides funding for ministries and programs for youth and young adults at parishes, Catholic schools and college campuses within our diocese. INSTITUTIONAL ASSISTANCE Provides programs for elderly, crisis intervention, and spiritual care of the hospitalized and the infirm. ASSISTANCE TO PARISHES Offers an opportunity for parishes to receive funding to be used for the needs of the parish. RETREAT CENTERS Provides ongoing support for the operation and staffing of retreat facilities Bishop s Annual Appeal page 4

9 Bishop s Annual Appeal Materials Bishop s Annual Appeal Materials and Supplies 1. Each parish automatically receives the following materials for the Bishop s Annual Appeal. Materials can be requested electronically, except Pink ID Labels. Pink ID Labels with Family ID: Affix to the Pledge Envelopes after the envelopes have been returned from the parishioners or to Telephone Follow up cards. Pledge/Payment Record Form 3: Use this form to assist the Reporter in the recording of week by week pledge/payment results. This spreadsheet is also available electronically. Parish Alpha Listing: A listing of all registered parish families based on the Diocesan Census database. This listing is also available electronically. A Listing of Donors from the 2012 Appeal: A listing of all parishioners who made a contribution to the 2012 Appeal on behalf of the parish. This information can assist in identifying potential Miter Society Members as well as increase overall participation. This listing is also available electronically. Instruction and Reporting Manual: Manuals will be handed out at Kick off dinners held in February and March or mailed to the parish with the Appeal materials. For an electronic version visit: and click on BAA and BAA/Parish Materials. 2. Parishes can order the following materials from the Office of Development and Planning. Materials can be requested electronically, except Pledge Envelopes and Telephone Follow up Cards. Pledge Envelope: Needed for all methods of solicitation except Telephone Follow up. Each parish is encouraged to order enough envelopes for Sign up During Mass(es), Worker Stations, and Follow up Letter. Envelopes are also available in Spanish. Parish Report Form: (Form 10) A three part carbonless form that serves as a transmittal document each time a parish reports the results to the Office of Development and Planning. Payment Only Form: (Form 11) Used to record payments on existing pledges made at the parish after a pledge has been reported to the Office of Development and Planning. Pledge Increase Form: (Form 11A) Used to notify the Office of Development and Planning of an increase on a pledge previously reported. Telephone Follow Up Card: Used for the Telephone Follow up solicitation and to record pledges and comments. Poster: For display within parish buildings throughout the Appeal process starting April 9 and 10, or sooner. Posters are also available in Spanish Bishop s Annual Appeal page 5

10 Bishop s Annual Appeal Materials [INSERT HEADERS BISHOP S ANNUAL APPEAL MATERIALS] Brochure: The Office of Development and Planning mails a brochure to ALL registered parishioners listed in the diocesan census and those unregistered families that have previously given to the Appeal. Extra copies may be ordered upon request for distribution or for display in church. Brochures are also available in Spanish. Parish Report Envelopes: Available in two sizes (7½ x10½ and 11½ x14½ ). Smaller parishes may prefer to order the small envelopes for their reports, while larger parishes may wish to order a combination of both. The number of return envelopes ordered should equal the total number of Parish Report Forms ordered. Name Tags: For all parish volunteers. Volunteer Recruitment Card: A 3 x5 card used at Mass on Announcement Weekend to recruit parish members to assist with the Bishop s Annual Appeal. Telephone Follow Up Manual: Available for parish volunteers who will be making follow up phone calls. Bishop s Audio Message on CD: An audio message recorded by Bishop Campbell in English and Spanish is included on one compact disc to be played at all Masses on the Bishop s Annual Appeal Weekend. White Mailing Labels: Available for parishes to order and to be used for the Pastor s Introductory Letter and Pastor s Follow up Letter Bishop s Annual Appeal page 6

11 Bishop s Annual Appeal Overview This Instruction and Reporting Manual is designed to assist the pastor and parish leadership team in conducting the Bishopʹs Annual Appeal. The steps outlined below are suggested procedures to carry out the Appeal solicitation. The entire process is conducted over the course of three months beginning with Announcement Weekend. STEP 1. ANNOUNCEMENT WEEKEND APRIL 27/ 28 Announcement Weekend allows the parish to prepare for the Bishop s Annual Appeal Weekend, May 4 and 5. We ask that you begin to announce the Appeal effort and encourage participation. To better assist you, we have provided bulletin and pulpit announcements and prayers you can include in Prayers of the Faithful (see page 13). This weekend is also an opportunity to recruit new volunteers to assist in the parish s effort. STEP 2 PASTOR S INTRODUCTORY LETTER TO PARISHIONERS APRIL 29 The Pastor mails his Introduction Letter out to all parishioners the week of April 29. This letter will prepare parishioners for the upcoming Appeal Weekend and reinforce the message presented at Mass via the pulpit, bulletin inserts, and Prayers of the Faithful. Steps 1 and 2 are to generate awareness for the Appeal s pledge process. STEP 3. BISHOP S ANNUAL APPEAL WEEKEND MAY 4/ 5 It is suggested that Bishop Campbell s audio message be played at each Mass held the weekend of May 4 and 5. Parishioners are also asked to complete a pledge envelope and return it during Mass. Please read carefully page 12 for materials needed along with pledge envelope instructions. Page 12 refers to the Reporting Procedures of Gifts and Pledges. STEP 4. IN PEW SOLICITATION WITH WORKER STATIONS MAY 11/ 12 AND 18/19 Two consecutive weekends after Appeal Weekend, parishioners are given additional opportunity to make a pledge to the Appeal. Worker Stations are set up after each Mass to encourage those who have not yet participated to do so. (See pages 14 15) STEP 5. DIRECT MAIL AND TELEPHONE FOLLOW UP MAY 25/26 Direct Mail and Telephone Follow Up are used after all in pew solicitations have concluded. (See pages 16 18) It is suggested that the above series of weekends are used to conduct the steps of the campaign allowing every parishioner an opportunity to participate. Making every effort to contact each and every parish family has proven to be successful in reaching high percentages of participation. Keep in mind your parish keeps every dollar that is raised over the parish goal. This message should be conveyed to the parish community as an incentive to achieving their goal Bishop s Annual Appeal page 7

12 Announcement Weekend Step 1. Announcement Weekend April 27 and 28 The pastor or Appeal chairperson(s) should announce at all Masses that next weekend will be Appeal Weekend for the 2013 Bishop s Annual Appeal. We ask that time is set aside to explain the Annual Appeal plan in which everyone will be asked to make a pledge at Mass on Appeal Weekend, May 4 and 5. Explain that pledge envelopes will be distributed giving everyone an opportunity to respond. It is important to announce the upcoming solicitation so that parishioners will be prepared to make their gift on Appeal Weekend. Bishop s Annual Appeal Posters Prior to Announcement Weekend, we ask that the Bishop s Annual Appeal Posters are displayed in high traffic areas of the church, school, parish center and other areas where they will be seen. The Appeal Posters are designed to help bring awareness to the parish community about the Bishop s Annual Appeal. The posters are ordered through the Office of Development and Planning and are distributed at the Regional Worker Dinners. Needed Materials for Announcement Weekend Bulletin Announcement The suggested bulletin insert can be used to reinforce the pulpit message and remind parishioners to consider a gift to the 2013 Bishop s Annual Appeal during the upcoming Appeal Weekend, May 4 and 5. The provided announcement can be revised to accommodate the parish. Scripts for Pulpit Announcement A suggested script has been provided to assist the pastor or chairperson in announcing the upcoming Appeal Weekend. This message can be revised to accommodate the needs of the parish and should be presented during each Mass. Prayers of the Faithful The prayers provided can be revised to accommodate the parish. Volunteer Recruitment Cards Recruiting new volunteers can be done by using the volunteer cards provided by the Office of Development and Planning. Suggested Announcements, Scripts and Prayers of the Faithful for Announcement Weekend. Bulletin Announcement: The 2013 Bishop s Annual Appeal will begin in our parish next weekend, May 4 and 5. The Appeal provides the opportunity for each of us within our parish to share in the good works of our diocesan family. By giving to the Bishop s Annual Appeal, you are helping to support programs for our retired priests as well as new seminarians, for our youth, elderly, homeless and so much more. Our parish family has been asked to raise $. In order to reach our goal, I am asking each household to consider a gift of at least $ which can be paid over the next five to ten months. I ask that you prayerfully reflect upon a gift to the Appeal. Please know that Bishop Campbell and I are grateful to you for your sacrifice, regardless of the amount. As a parish, we rely on each and every family to join together in showing our love of our neighbor. If you are unable to give next weekend, please make your pledge the following weekend, May 11 and Bishop s Annual Appeal page 8

13 Suggested Script: Announcement Weekend Many of you have received my introductory letter regarding the 2013 Bishop s Annual Appeal that will begin in our parish next weekend, May 4 and 5. This weekend is designated for our parish community to prayerfully consider a gift to the Appeal. By making your gift/pledge, you make a direct impact on the programs, ministries and services of our diocese. Your gift/pledge financially supports some of the following areas: Education of our seminarians, who will one day be ordained and serve our diocese. Spiritual and pastoral programs such as Adult Faith Formation and Parish School of Religion (PSR). Prepare couples for the Sacrament of Marriage and provide marriage enrichment programs. Educational programs for our Priests and Deacons. Offer an opportunity for individual parishes to receive funding for their own needs. Financial assistance to Catholic students of our Catholic elementary and high schools. I am asking each family to consider making a pledge that can be paid in ten monthly payments. Your support of the 2013 Bishop s Annual Appeal, regardless of the amount, has a direct impact on many. As you prayerfully reflect upon an amount that is in proportion to your financial resources, please know that Bishop Campbell and I are grateful to you for your sacrifice. We are also in need of additional volunteers to assist in the Appeal efforts. If you are interested, please complete a Volunteer Card located in the pew and return it to the parish office. Thank you. Prayers of the Faithful: We pray for the success of the 2013 Bishop s Annual Appeal in that our faithfulness to God is reflected in the loving care of our neighbor. We pray to the Lord. or May our faithfulness to God open our hearts in loving care of our neighbor through the various diocesan programs and services made available through the Bishop s Annual Appeal. We pray to the Lord Bishop s Annual Appeal page 9

14 Announcement Weekend Recruiting New Appeal Volunteers Announcement Weekend is also an opportunity to encourage and recruit new volunteers to assist in the parish s Appeal efforts. Recruiting new volunteers can be done by using the volunteer cards provided by the Office of Development and Planning. Place the Volunteer Cards in the pews on Announcement Weekend and ask those interested to complete and return the card to a worker station or the parish office. Insert a sample of the Volunteer Card Volunteer Recruitment Card here The Bishop s Annual Dear Father: I would like to help as a volunteer for this year s Bishop s Annual Appeal. Please contact me. Name: Address: Telephone: Appeal Form 14 Rev. 31 Mar 09 New Volunteers can assist in the following ways: Prepare parish bulletin inserts. Assist with pastor s introductory mailing. Present pulpit announcements prior to and on Bishop s Annual Appeal Weekend. Prepare for the Bishop s Annual Appeal Weekend. o o Place posters in the church. Place pledge envelopes and pencils in the pew. Collect pledge envelopes on Bishop s Annual Appeal Weekend. Staff worker stations to answer questions and hand out pledge envelopes. Assist with follow up phone calls. Please call the Office of Development and Planning at (614) or toll free to order volunteer cards Bishop s Annual Appeal page 10

15 Pastor s Introductory Letter Step 2. Pastor s Introduction Letter mailed out the week of April 29. We encourage the pastor to write and send an introductory letter to each parish family before Appeal Weekend. To facilitate the mailing, a sample letter has been provided and can be revised to accommodate the parish/pastor. Sample Pastor s Introductory Letter To be printed on parish letterhead. The recommended mailing date is Monday, April 29, April 29, 2013 Dear Parishioner: Faithful to God, Loving to Our Neighbor is the theme for the 2013 Bishop s Annual Appeal. In this Year of Faith we look to be drawn into the loving hand of God and with gratitude share that love with others. As faithful servants we celebrate our God-given gifts and recognize that they are not for our benefit alone, but to build up God s kingdom. The Bishop s Annual Appeal is an opportunity for each of us to share in the good works of our diocese. As one diocesan family, our united response to the Bishop s Annual Appeal is a profound commitment to the mission of our Lord. [The pastor may want to choose a specific ministry or program that the BAA funds supports and highlight this in the letter] The 2013 Bishop s Annual Appeal begins May 4 and 5, Our parish family has been asked to raise $. As your Pastor, I believe that this is an achievable goal, and I know that if each and every family participates through a sacrificial gift, we will do our part to help our diocesan family. In order to reach our parish goal, I am asking each household to consider a gift of at least $ a month for the next ten months. Remember, once we exceed our parish goal, every dollar is returned to our parish. [Pastor may choose to highlight a specific project the parish will address with the BAA funds] As you prayerfully reflect upon a gift in proportion to your financial blessings, please know that I am grateful to you for your sacrifice, regardless of the amount. Together we make a noticeable difference beyond this faithful Catholic community of [insert your parish name]. I thank you for your continued generosity here at [insert your parish name] and the diocese. You remain in my prayers always. Sincerely yours in Christ, [Insert signature] [Insert pastor s name] 2013 Bishop s Annual Appeal page 11

16 Bishop s Annual Appeal Weekend Step 3. Bishop s Annual Appeal Weekend May 4 and 5. By now, the appropriate communication and announcements have been made to parishioners via letter, pulpit and bulletin announcements, and Prayers of the Faithful concerning the Bishop s Annual Appeal. The preferable time to deliver the message of the Appeal is after the communion prayer and before the final blessing. Making the case and requesting a pledge is extremely important in obtaining immediate coverage of a large percentage of the parish at one time. An effective message will directly affect how much follow up work is needed after Appeal Weekend. Needed Materials for Appeal Weekend Pledge envelopes Supplied by the Office of Development and Planning. You can distribute these by placing them in the pews prior to Mass or have the ushers hand them out during a designated time. Bishop s recorded message on CD Supplied by the Office of Development and Planning (if requested), it contains the Bishop s message in both English and Spanish. Be sure to test the CD and note the start and end time of the message. A CD player Supplied by the parish. Pencils Supplied by the parish. Script for Pledge Sign up at Mass(es) Supplied by the Office of Development and Planning. A suggested script is provided for the pastor or chairperson to present during each of the Masses. This can be revised to accommodate the parish s need. Bulletin Announcement This can be revised to reflect the appropriate timeline and accommodate the parish s needs. Prayers of the Faithful Provided by the Office of Development and Planning. This can be revised or edited to accommodate the parish s needs Bishop s Annual Appeal page 12

17 Suggested Announcements, Scripts and Prayers of the Faithful for Appeal Weekend. Bulletin Announcement: A note from Monsignor/Father/Deacon : On behalf of Bishop Campbell, I urge you to support the Bishop s Annual Appeal which begins this weekend. The programs and ministries supported by the Appeal touch all of our lives in some way, whether it be through the religious education of our children, or the ongoing support of various ministries within the parish or the continued education of priests and deacons who minister to the faithful. The Appeal also enables the larger church to help those families at risk throughout the 23 counties of our Diocese. Our parish family has been asked to raise in support of this year s Appeal. In order to reach this goal, I am asking each family to consider a gift of at least. If you have been so blessed that you are able to give even more, wonderful. I realize that some families are not able at this time to give this amount, which is why I ask you to prayerfully consider what you can give. No gift is too small. And remember, any amount given over our goal will be refunded to our parish to be used for our particular needs. Know that Bishop Campbell and I are most grateful for your generosity and sacrifices that you make on behalf of the Bishop s Annual Appeal. Pulpit Announcement: Bishop s Annual Appeal Weekend Our parish goal this year is $. We ask that each parish family consider a gift of $, which you may pay monthly over the next 10 months starting in June. We invite you to make your pledge now. Please fill out the front of the envelope provided with your contact information and be sure to indicate the name of the parish to which you designate your gift. If you are from another parish within our diocese, you may list that parish. On the right side of the envelope, please indicate the amount of your gift. For example, if you are making a pledge of $120, write $120 on the Total Gift line. If you are paying money now, write the dollar amount enclosed on the line marked Paying Now. Please do not include credit card payments on the Paying Now line. Calculate the balance and indicate this amount on the Balance line. Please specify your preferred payment schedule of five monthly payments, ten monthly payments, and check the months you wish to receive a pledge reminder statement. A maximum of ten monthly payments is possible. You also have the option of paying your pledge by Electronic Funds Transfer via checking account or Visa or MasterCard. If you wish to exercise this option, check the box marked credit/ debit then provide the necessary information requested on the inside flap of the pledge envelope. Again, we encourage you to fill out and return your pledge envelope at this time. The option for online giving is also available through the diocesan website. We hope that each of you will be able to make a gift today. Please understand, no gift is too small! All gifts are needed and appreciated. Participation is the key to our success. Thank you very much. Prayers of the Faithful: As we commence the 2013 Bishop s Annual Appeal, let our giving be a response to the many gifts given to us by our generous God. We pray to the Lord. or May our response to the Bishop s Annual Appeal reflect both our deep faith in God and a loving care of those in need. We pray to the Lord Bishop s Annual Appeal page 13

18 In-Pew Solicitation and Worker Stations Step 4. In Pew Solicitation with Worker Stations offered weekends of May 11/ 12 and 18/19. It is suggested that parishes offer additional opportunities for parishioners to make a gift to the Bishop s Annual Appeal after Appeal Weekend. Solicitation of pledges can be determined by the parish to help with the overall success of the Appeal. Worker Stations can be used and set up in high traffic areas of the church and social halls. This is a very effective tool that can reduce the amount of follow up. Needed Materials for Worker Stations Tables supplied by the parish are set up to accommodate the anticipated number of parishioners to visit the area. It is suggested to set up the tables to accommodate the flow of traffic. Parish Appeal Volunteers will staff the stations before or after each of the Masses. Pledge envelopes supplied by the Office of Development and Planning. Pencils supplied by the parish. Suggested Announcements, Scripts and Prayers of the Faithful for In Pew/Worker Stations. Pulpit Announcement: For the past two weekends, we have been conducting the 2013 Bishop s Annual Appeal in our parish. Our response to date has been excellent. However, there are still some parishioners who have not yet returned their pledge envelopes. We would like to have 100 percent participation in this year s Appeal. If you have not yet made your pledge, we invite you to stop after Mass to sign up. Volunteers are available to help you. Thank you for your generosity. Bulletin Announcement: Bishop s Annual Appeal Update. We began the 2013 Bishop s Annual Appeal last weekend and, so far, the results have been encouraging. If you have not yet had an opportunity to pledge, please stop at one of the tables set up at (give the location) after Mass. Our parish goal is $. The needs of our diocese are great. Together we support the mission and ministry of the diocese through our gifts. Your gift is greatly appreciated by Bishop Campbell and me Bishop s Annual Appeal page 14

19 In-Pew Solicitation and Worker Stations Faithfulness to God gives rise to a generous spirit. May our support of the Bishop s Annual Appeal be cheerful and generous, for God loves a cheerful giver. We pray to the Lord. or May we look into our hearts and respond to the needs of so many through the support of the Bishop s Annual Appeal. We pray to the Lord Bishop s Annual Appeal page 15

20 Direct Mail and Telephone Follow-up Step 5. Direct Mail and Telephone Follow up are initiated the weekend of May 25/26. Once the in pew solicitation process is completed, this letter can be used to invite those individuals who have not yet participated in the Bishop s Annual Appeal. It is suggested that the letter be mailed to all who have not responded, no later than Friday, May 24. Sample Pastorʹs Follow Up Letter Dear Parishioner: May 24, 2013 The past couple of weekends our parish family has been contributing to the 2013 Bishop s Annual Appeal for our diocese. Every year we are asked to reach our assigned parish goal. This year we have been asked to raise $. As your pastor, I believe that this is an attainable goal, and I know that we can do our fair share to help our diocesan family. I invite you to help support and continue the mission of the Church. In order to reach our parish goal, I am asking you to consider a gift of at least $. I am counting on the people of <insert parish name> to help our parish do its part. To date our parish has reached a total of $ in pledges. Remember, any amount exceeding our parish goal is returned to the parish for our use. Please complete the enclosed pledge envelope, and return it to the parish office with your gift. I am grateful to you for your sacrifice, regardless of the amount and I know that Bishop Campbell is grateful as well! Together we can make a noticeable difference beyond the faith community of <insert parish name>. May you be abundantly blessed for your commitment to <insert parish name> and the diocese. Sincerely yours in Christ, [Insert signature] [Insert pastor s name] 2013 Bishop s Annual Appeal page 16

21 Helpful suggestions: Direct Mail and Telephone Follow-up Non respondents can be determined by referencing the remaining Pink ID Labels. Please remember to insert an unlabeled pledge envelope with this letter. Use the sample letter as a guide to assist the pastor in writing a personal letter. This letter can be edited or revised to accommodate the pastor s follow up message. Telephone Follow up is the final step in the Appeal solicitation process. Volunteers are asked to make phone calls to parishioners who have not responded to the Bishop s Annual Appeal. The follow up calls can be conducted by individual volunteers making their calls from home or as a group utilizing a large phone bank if resources permit. Needed Materials for Telephone Follow up Calls List of parishioners to be called This listing is determined by the remaining Pink ID Labels. Telephone Follow up Cards Supplied by the Office of Development and Planning are used to retain donor pledge information during the phone calls instead of the pledge envelopes. They are designed specifically for this form of contact. When reporting your results to the diocese, please send these cards with the Pink ID Labels attached (see instruction step number 1) and the Parish Report Form 10. Sample Telephone Follow Up Card Insert Sample Telephone Follow Up Card Telephone Manuals These are supplied by the Office of Development and Planning and include step by step instructions, suggested telephone script, and helpful hints when making calls Bishop s Annual Appeal page 17

22 Direct Mail and Telephone Follow-up Instructions: 1. Apply all remaining Pink ID Labels directly to the Telephone Follow up Cards. The cards will be given to the volunteers making phone calls. 2. We recommend a total of calls per volunteer over the course of two weeks. 3. Determine a location for the phone calling to take place. You may want to enlist the help of parishioners who own local businesses with large phone banks. The calls can be made from the parish or individually from the volunteers homes. 4. It is a nice gesture to offer refreshments and snacks. 5. Review the Telephone Manual with each volunteer. Focus on the suggested telephone script and helpful hints to prepare volunteers. 6. Assign pre labeled cards to each volunteer. Have the volunteers transfer each name to the Volunteer Contact Form at the end of the Telephone Manual and give them to the parish chairperson. 7. Have volunteers rubber band completed cards together and return them to the parish chairperson Bishop s Annual Appeal page 18

23 Reporting Procedures of Gifts and Pledges Faithful To God, Loving To Our Neighbor 2013 Bishop s Annual Appeal 2013 Bishop s Annual Appeal page 19

24 Reporting Procedures of Gifts and Pledges This section of the manual has been written specifically for the reporting process of the Bishop s Annual Appeal and should be used to guide parishes through the reporting process of gifts, pledges and payments. Parish reporting responsibilities: Audit all Appeal Pledge Envelopes and Payments received at the parish by following the basic reporting procedures. Record and keep accurate gift, pledge and payment information using the Pledge/Payment Record Form 3. Report weekly all gifts, pledges and payments received at the parish to the Office of Development and Planning. There are eight reporting weeks of the Appeal. Your parish may require additional weeks to report new pledges and payments. * Please keep in mind that Credit Card and Bank Account withdrawals are processed on the 5 th and 20 th of each month, beginning on June 5, If reports containing pledge envelopes requesting electronic funds transfers (EFT) are sent in after the eighth reporting week parishioners may be subject to a shorter payment schedule. Weekly Parish Reports contain: Parish Report Form 10 with required weekly totals. When appropriate, include a Payment Only Form (Form 11) and/or Pledge Increase Form (Form 11A). Pledge Envelopes and/or Telephone Follow up Cards please alphabetize by last name. Parish check in the amount of the total money collected as reported on Report Form 10. Please write check to, Bishop s Annual Appeal and include all required signatures. Adding machine tape(s) that include total for pledges and total for payments received at parish. Please send weekly reports each Thursday to the Office of Development and Planning using the Parish Report Envelope. This way gifts can be recorded and thank you letters and pledge reminder statements can be processed in a timely manner. Weekly reporting is extremely important if parishioners are making payments by credit card or through their bank account. Timely and accurate reporting is vitally important to the success of the Appeal. If you have any questions, please call your Parish Support Coordinator (PSC) in the Office of Development and Planning at (614) , or toll free at (877) Bishop s Annual Appeal page 20

25 Pledge/Payment Auditing Process Use the following steps when preparing weekly parish reports: Step 1. Bundle all pledge envelopes with gifts designated to another parish together in a separate pile. Please do not open the envelopes and do not include these pledges or payments in your reporting totals. Send the unopened envelopes to the Office of Development and Planning, and the proper parish will be credited. Step 2. Arrange all remaining pledge envelopes in alphabetical order, by last name. Step 3. Keeping pledge envelopes in alphabetical order, attach the corresponding Pink ID Label to the pledge envelope. Pink ID Label information: Line One: Parish Organization Number, the Family ID Number Line Two: Parishionerʹs Last Name and First Name(s) as recorded in the Diocesan Census database. Line Three: Parishionerʹs Address as recorded in the Diocesan Census database. Line Four: Parishioner s Telephone Number as recorded in the Diocesan Census Database. The Pink ID Label sheets include all families registered to the parish, alphabetically by last name. Apply the matching label to the designated area on the Pledge Envelope only. Do not cover up the handwritten information in the upper right side of the Pledge Envelope. Parishioners may provide a new mailing address, new telephone number, new last name, etc. In this case, the new handwritten information will be entered in the Diocesan Census database at the time of pledge entry. If an envelope does not have a corresponding Pink ID Label: A. Determine the registration status of the parishioner. B. If the family is not registered to the parish, leave the designated label area blank and the Office of Development and Planning will credit the gift or pledge to your parish as an Unregistered, Contributor Only to the parish. C. If the family is newly registered to the parish, you will need to include a copy of their Family Registration Form (C12). Our office cannot register anyone to the parish from a pledge envelope alone. To register a family or individual to your parish, a Family Registration Form (C12) must be included with your report or submitted directly to the Census Manager Bishop s Annual Appeal page 21

26 Pledge/Payment Auditing Process [INSERT HEADER PLEDGE /PAYMENT AUDITING PROCESS] Step 4. Open pledge envelopes. When a payment is enclosed, confirm that the dollar amount enclosed is accurately recorded on the PAYING NOW line on the front of the Pledge Envelope. Remember to identify the form of payment by marking either the CHECK or CASH box under the Paying Now line. 4a. Separate the No Gifts and/or Refusals. Bundle all pledge envelopes with $0 pledged and $0 paid separately and send in with the parish report for the week. Include the total number of refusals on the weekly Report Form 10, line 2. They are recorded into the diocesan database so that they will not receive the follow up mailing in July. 4b. Automated Payment Methods. When a parishioner requests an automated payment method, it is important that accurate information is provided in a timely manner. Confirm the information on the inside flap of the pledge envelope and check either the CREDIT or DEBIT box on the front of the pledge envelope. i. CREDIT CARD PAYMENTS CANNOT BE ACCEPTED AS DOWN PAYMENTS If a parishioner has written in a dollar amount on the PAYING NOW line and indicated the payment is by credit card, put a red line through this dollar amount. Do not include the dollar amount in your payment totals. The Payment Totals on the Parish Report Form 10 (3 rd column) should not include any automated (Credit Card, Checking Account, On line, etc.) payments. Only the dollar amount of money received in cash or checks should be included in the Line 9 payments total on the Parish Report Form 10. ii. A VOIDED CHECK MUST BE SUPPLIED FOR THE CHECKING ACCOUNT OPTION If a parishioner requests to make payments using an automatic withdrawal from their checking account, a voided check must be included. If there is no voided check included and the parishioner has made a down payment with a check please include a copy of the check used for the down payment and write VOID across the front of the check. * Please remember the first deduction for all automated payment methods is June, Bishop s Annual Appeal page 22

27 Pledge/Payment Auditing Process Step 5. VERY IMPORTANT! DO NOT SKIP THIS STEP. Accurately record the parishioner s pledge and payment information on the Pledge/Payment Report Form 3 spreadsheet. This spreadsheet is to assist the parish in accurately recording parishioners pledges and down payments during the solicitation time, May through June. This may be your only record of gifts received and credited to your parish, until the first Parish Account Status report is sent to the parish from the Office of Development and Planning in June. Do not send your Report Form 3 to the Office of Development and Planning, this is for the parish to retain for their recording. The Office of Development and Planning will send a weekly Miscellaneous Gift Report to the pastor and BAA Reporter starting in April. This report contains new pledges sent directly to the diocese on behalf of your parish. Use the Miscellaneous Gift column, on the Form 3, to record these gifts and pledges. Be sure to only include the total pledged amount from the Miscellaneous Gift Report on to the Parish Report Form 10, line 7 (Adjustments + Misc. Gifts). Do not include the total payments anywhere on the Parish Report Form 10. Step 6. Using the adding machine tapes, calculate the Total Pledged and Total Paid amounts indicated on the Pledge Envelopes. Clearly label each tape receipt BAA Pledges or BAA Payments. Include the adding machine tape(s) in the weekly reports mailed to the Office of Development and Planning. A separate adding machine tape should be run on the cash and individual checks received to confirm that the dollar amount from the pledge envelopes matches the dollar amount collected. A. Pledge and Payment Totals: From the Pledge Envelopes, run an adding machine tape for the total pledge amounts and the total payment amounts. The pledge and the payment amounts on the adding machine tape need to be in the same sequence as the pledge envelopes. B. Form 3 Totals: To verify/confirm the accounting, use the Pledge/Payment Form 3. Confirm that both the total pledge amount column and total payment amount column match the totals from your pledge envelope tape receipts. This procedure helps verify both sets of tapes as well as information transcribed from the Pledge Envelopes to the Report Form Bishop s Annual Appeal page 23

28 Pledge/Payment Auditing Process Step 7. Complete a Parish Report Form 10 for each week s results. Send the white and yellow copies of the form, along with the other required items to the Office of Development and Planning. Keep the pink copy for your records at the parish. A. The Report Adjustment Form is used by the Parish Support Coordinator to notify the parish reporter of any necessary adjustments made to the totals on the previous Parish Report. All necessary pledge adjustments should be recorded on line 7 and all payment adjustments should be recorded on line 12 of the Parish Report Form 10. Contact your Parish Support Coordinator in the Office of Development and Planning for further details. B. Remember to include on the Parish Report Form 10, any needed adjustments from either the weekly Miscellaneous Gift Reports or Report Adjustment Forms sent to your parish by the Office of Development and Planning. Step 8. Payment Only Form (Form 11). Use this form to report payments on existing pledges already submitted to the Office of Development and Planning. Be sure to include these payments on the Parish Report Form 10, line 10. Include the white and yellow copy in the weekly report. Keep the pink copy for parish records. If a parishioner uses a BAA pledge envelope to submit a payment towards an existing pledge, please clearly mark PAYMENT ONLY on the outside of the pledge envelope. Step 9. Pledge Increase Form (Form 11A). Use this form to report if there is an increase to an existing pledge already submitted to the Office of Development and Planning. Be sure to include the pledge increase total on the Parish Report Form 10, line 5. Send the white and yellow copy in the weekly report. Keep the pink copy for parish records. A new pledge envelope is not needed. Step 10. Prepare ONE parish check for each reporting week. Deposit all money received at the parish into the parish bank account and forward one parish check payable to the Bishop s Annual Appeal. Be sure to include all required signatures. The parish check dollar amount should match the Total All Payments This Report box, line 13 of the Parish Report Form 10. Step 11. Send weekly reports The Bishop s Annual Appeal calendar designates eight (8) weeks for parishes to report gift, pledge and payment results. All required documents used in preparing the parishʹs weekly reports should be mailed in the white tear resistant envelopes (Form 8) to the following address: Bishop s Annual Appeal 198 E. Broad St. Columbus, OH Bishop s Annual Appeal page 24

29 Pledge/Payment Auditing Process REQUIRED DOCUMENTS Pledge Envelopes and/or Telephone Follow up Cards alphabetized by last name. Adding machine tape(s) that include totals for pledges and payments. Completed Parish Report Form 10 copies (white and yellow) and when applicable provide white and yellow copies of Payment Only Form 11 and/or Pledge Increase Form 11A. Parish check in the amount of the total money collected as reported on Report Form 10. Please write check to, Bishop s Annual Appeal and submit with proper signatures Bishop s Annual Appeal page 25

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