Dear group leaders, October 2020
The parish is utilizing an online platform, “Monday.com”, to assist in streamlining parish groups and all activities.
Below is a description of the process we are implementing for groups to annually :
· inform the office that your group will continue
· propose meeting dates
· propose and carry out group events/sponsored activity
All below forms are completed and submitted online. These forms must be submitted for any parish activity; if you email the office requesting permission for an event, you will be directed to complete the online forms.
Kathi Boor is assisting the office with Monday.com and logistics surrounding group meetings and events; she will be in regular contact with group leaders when you annually register your group or when you have events.
If you have any questions about anything in this document, please contact her at events@materdeiparish.com.
Annual submission of Yearly Group Proposal form – normally submitted in June
https://materdeiparish.com/yearlygroupproposal
The parish fiscal year starts July 1. In June, ALL groups (both parish based and non-parish based) are to submit the Yearly Group Proposal form; this form provides the office:
· Knowledge that your group will continue
· Group leadership
· Proposed meeting dates/times for the year
· Proposed events/dates for the year
· Anticipated expenses and funding plans
Groups will receive an annual reminder email from the office to complete this form. Father Bauknecht will review the submitted form and you will be informed within a week if everything is approved or if the office needs further clarification.
Your group needs to submit this form whether you meet regularly or not at all, or if your group only holds events or sponsors activity.
Groups will not be able to conduct any activity unless this form has been submitted. If you contact the office wishing to conduct an activity and have not completed this form, you will be directed to complete it.
Exempt groups: The following groups do not need to complete this form: Altar Boys, Altar Flowers, Altar Society, Choir, Ushers (this does not include the Safety Team aspect – The Safety will need to submit this form)
Group Meetings
If your group holds meetings, you will need to list anticipated meeting dates for the coming year.
Once the form is approved, Jean will confer with group leadership regarding meeting room location and the meeting dates you submitted will be put on the office calendar.
Group Events
All anticipated events/dates for the year are submitted on this form. The office will contact you if clarification is needed.
Once the form is approved, the event(s) you proposed will be tentatively put on the office calendar.
No event is confirmed on the calendar until an Event Logistics Detail form is submitted and approved. More information about this form below
Event Proposal Form – if needed, submitted at least 3 months prior to event
https://materdeiparish.com/eventproposal
A group does not need to submit this form if an event has occurred in the past and was listed on the annual Yearly Group Proposal submission. In this case, only an Event Logistics form is necessary.
New proposed events, even if listed on the annual form, do require this form.
This form is used by both groups and individuals who are coordinating events. This form, if needed, must be submitted at least 3 months in advance of the event.
All proposed event ideas that were not submitted on a Yearly Group Proposal form, even if previously discussed with & tentatively approved by the pastor, must be formally proposed via this form. No exceptions.
This form asks for only the most basic of information. Approval of the proposed event is tentative until an Event Logistics Details form is submitted.
Non-group/Individuals
All individual(s), not affiliating with a parish group, must submit this form to propose an event. It must be submitted at least 3 months in advance of the proposed event. Once submitted, you should be notified within a week of approval/disapproval/needed clarification.
Groups
· Events listed on the Yearly Group Proposal form and that have previously occurred, DO NOT need to be submitted on this form.
· Events listed on the Yearly Group Proposal form that are NEW events DO have to be submitted on this form.
· Events that were not listed on the Yearly Group Proposal form – either new or that have previously occurred – DO have to be submitted on this form
Event Logistic Details Form – required for all events/activity at least 2 months prior to event
https://materdeiparish.com/eventlogistics
This form must be submitted for ALL events or sponsored activity that take place at the parish, no exceptions. This form needs to be submitted no later than 2 months prior to the event/sponsored activity date. If the event is proposed less than 2 months prior to the event date, this form needs to be completed as soon as possible.
Once this paperwork is submitted and the details approved, the event will be put on the office calendar as a confirmed event.
You should be notified within a week of submission of approval.
If this form is submitted less than 2 months prior to the event, the event risks:
· Cancellation
· Losing the date on the calendar/occurring on another date
· Not receiving timely or adequate marketing
Marketing of Events
The Event Logistic form you submit for an event needs to include the wording for any bulletin, Flocknote or pulpit announcement you want for your event. Do not email the secretary directly with wording or marketing requests, she will direct you to submit this information on the online form.
Bulletin: Bulletin announcements for events can start up to 6 weeks prior to an event; save-the-date announcements may start 2 months prior to an event. Indicate in your Logistics form when you wish bulletin announcements to start.
Flocknote: A Flocknote to the parish can go out up to two times for an event. An initial one advertising the event and one reminder the week of the event. Indicate on the form the dates you would like Flocknotes to go out.
Flyers: Flyers, 8×10, must be submitted to the office via email or dropped off. Larger, parish-wide events may have an 11×17 flyer (can not be emailed for office printing)
Parish Facebook page: Can create pre and/or post event posts. Pictures from an event can be used; pictures including minors must have permission from parents
Pulpit Announcement: Limited by Pastor’s discretion; occur only the Sunday prior to the event
A-Frame in Vestibule: This can only be used either to advertise events taking place on premise on Sundays or can be used the day of a non-Sunday event.
Take-home flyers: Allowed on a limited basis
Vestibule Table: Limited to liturgical announcements only
Pastor’s permission required: Other parishes or FSSP apostolates (including FSSP Missive newsletter), Radio station, Schools/Universities, other organization’s social media outlets
Signup Genius
If you need to use a Signup Genius page for your event, you will note this on the Logistics form. You will be given the parish account information each time you need to create a signup as the PW changes periodically; please keep the PW confidential.
Events with Admission costs
If your event requires an admission charge or supply cost, it is preferred that payment be collected beforehand either through checks made payable to the parish, or by having the parish business manager create a payment link for you through the parish website.
Speakers
Dallas Diocese Speaker Requirements
Speakers from within our parish
1) Our Pastor’s approval
2) Evidence the speaker is Safe Environment cleared
Speakers from within the Dallas Diocese:
1) A letter of suitability from the speaker’s pastor
2) Evidence that they are Safe Environment cleared
Speakers from outside of the Dallas Diocese:
All outside-the-diocese speakers, religious or lay, must receive approval from the diocese each time they speak, even if he/she has spoken previously at the parish.
Required documents:
1) A letter of suitability from the speaker’s pastor, superior, or bishop that is dated no earlier than 6 weeks prior to the speaking event. The diocese is very particular about the date and will not accept a letter with a date that is further out.
2) An email noting the title of the speaker’s talk
3) Evidence that the speaker is either Safe Environment cleared or has passed a background check.
All documents, for speakers within or from without the diocese, need to be sent directly by the speaker or event coordinator to events@materdeiparish.com for processing.