St. Mary Magdalen Fundraising Process

St. Mary Magdalen Parish is committed to being a Stewardship parish. That means we use our time and talent primarily for service within and outside the Church, rather than for fundraising.  We are called to carry out the mission of the parish, to deepening peoples' faith, rather than expending large amounts of energy on fundraising for ourselves.  We therefore rely on ordinary income (Sacrificial Giving/Sunday Offertory donations) for our operating/daily expenses and on capital campaign/parish repair fund donations for capital improvements (building improvement). 

In 2006, we approved 83 fundraisers.  Only 4 of them netted $10,000.  The average total time spent fundraising (multiple members spending time fundraising) was over 200 hours.  The Pastoral Council’s goal is to spend more time carrying out Christ’s work on earth, and less time trying to raise money.  In its instructions on the parish budget, the Pastoral Council informed the Finance Council to develop a process to decrease the amount of fundraisers, so that our ministries and organizations can concentrate on the work of the Church. Therefore the following options are available to groups within the parish who wish to acquire funding beyond the parish budget: 

1. Community Fest Grant: Assist in the parish’s “ultimate” fundraiser:  Community Fest.  It is our goal that Community Fest be our central fundraising venue (outside of Stewardship/Capital Campaign).  Therefore, if members of a parish organization donates their time & talent to Community Fest, they have the option to share in the proceeds of Community Fest.  $50,000 of the proceeds of Community Fest 2006 is designated for “grants” to ministries and parish organizations in Pastoral Year 2008 (July 1, 2007 through June 30, 2008).  This amount will grow as proceeds from Community Fest grows.  If you are interested in the option, please fill out the abbreviated Community Fest form by June 22, 2007.  More information will follow.

2. Discipleship Grants:  If a ministry, organization or individual wishes to participate in a discipleship project outside the parish, such as Catholic Heart Work Camp, Sister Diocese Mission Trip, World Youth Day, March for Life in Washington DC, etc., a discipleship grant can be obtained.   This will require individuals to perform a substantial amount community service hours within the parish (some limited approved organizations outside the parish are available).  Pastoral Year 2008 Discipleship Grants may be applied for from April 25, 2007 through June 22, 2007. 

3. Fundraising and Community Building Events: Only recognized parish ministries and organizations may fund-raise within the parish or on behalf of the parish.  Fundraising beyond Sacrificial Giving and capital improvements centers on:

   1. Needs of non-profits that are officially supported and recognized by the parish  (GROWS ministry. Habitat for Humanity, Pathways to Care, Christian Sharing Center, etc.); or assisting specific parish ministries (Adult Center, School, Youth Ministry, etc.).

   2. Community building events (i.e. parish picnic, pancake breakfast, Lenten Fish Fry, Chili Cook-off).

   3. 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).

In order to maintain our non-profit status, “for-profit” businesses can be on the premises only under strict guidelines set by the Diocese Orlando

Application Process: To ensure an effective and comprehensive fundraising program, all fundraising projects sponsored by a committee, commission and/or other parish group must be reviewed and approved in advance by the Finance Council. We are accepting applications for fundraisers for the entire year from April 25 through June 22, 2007.  Any applications received after that time period will not be considered until next year.  The parish will coordinate scheduling of fundraisers in order to manage the amount of fund-raisers taking place at the same time.  The goal is to have no more than 1 fundraiser per week.   The Parish Finance Council will notify all organizations of their status of their fundraiser request during the month of July.  At that point, the fundraiser will be placed on the parish calendar.

Block out dates:  There will be no fundraising, or advertising for fundraising on the following dates:

• Second and third weeks in February
• Easter/Tridiuum
• The Third and Fourth Week of Easter
• Weekend on or prior to July 22^nd (Parish Feast Day).
• Community Fest weekend
• First three weeks on November
• Christmas Eve & Christmas

Publicity: In order to advertise, a group may advertise in the bulletin up to two weeks, in the special “fundraising column” in the bulletin.  Bulletin inserts in the bulletin are limited to those fundraisers that net greater than $10,000.  The group fundraising will be responsible for the costs and the insert must be pre-approved.

Benevolent Fund:  10% of the net proceeds of every fundraiser must be given to either the School or Parish Endowment (choice of endowment will be left to the ministry/ organization).  This to ensure that we are not supporting the here and now but the future of our ministries and Church.

Responsibilities:  It will be the responsibility of the sponsoring group to manage the fundraiser.  Parish Staff may not be involved with the fundraiser in any way (unless a ministry they directly manage is sponsoring it).  The only exception is if the staff member wishes to donate time to it (outside of work hours).

The fundraising group also agrees to:

1. Have all checks and documentation made out to St. Mary Magdalen Parish.
2. The Diocese of Orlando Internal Control procedures require that funds are not be taken home or left unattended (no less than two unrelated adults should be with the funds at all times).  An organization is to deposit the funds into a pre-number tamper proof bag (provided through the Parish Accountant) and deliver the deposit into the parish office’s safe or the church’s safe before the organization/person responsible leaves the premises.  Within 48 hours, the organization will need to count the funds and prepare it for deposit.
3. A summary receipt is to be delivered to the parish office at least once a week.
4. Maintain all financial records - Turn i to the parish all donor an vendor lists with gift amounts and date of gifts.
5. Handle publicity.
6. Submit a summary report at the completion of the fund-raiser.
7. Complete a Facility Usage Form to reserve the fundraising dates on the parish calendar; no more than two groups are permitted in the breezeway in any one weekend.  Use of the parish facilities (other than the breezeway) is subject to a rental fee.
8. If parish office staff support is needed, a Parish Office Request Form must be submitted as well.
9. All costs to the parish must be reimbursed.

The parish agrees to:

1. Deposit the funds and post any donations to the parishioner’s contribution statement.
2. Provide tax receipts to donors (including vendors)
3. Process approved expenditures & place event on parish calendar.

A written authorization to proceed will be provided.

4. Mother Teresa Tithing Fund: A non-recognized parish organization (an organization that is not part of the parish) may apply for funds from the Mother Teresa Tithing Fund.  Applications will be made available in January and dispersions will be made during Lent.  A parish organization who previously raised funds for outside organization/charity, can apply for monies from the Mother Teresa Tithing Fund instead of fundraising.  Currently, $25,000 is budgeted for the Mother Teresa Tithing Funds.  The parish ministry/organization may nominate a charitable organization in January of each year.

Recommended by:  Parish Finance Council on April 18,2007 and Parish Pastoral Council on April 19, 2007

Approved by:  Fr. Charlie Mitchell, Pastor  on April 20, 2007.