Ministry Leader Expectations
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Ministries at St. Francis of Assisi are essential to the vitality of the parish and are critical to living as true disciples of Jesus Christ. As Paul directs in his letter to the Colossians: See that you fulfill the ministry that you received in the Lord (Col 4:17).
Ministries at St. Francis of Assisi come in many varieties and types but all work to glorify God and to fulfill our baptismal promises. As a body is one though it has many parts and all parts of the body, though many, are one body, so also Christ. For in one Spirit we were all baptized into one body (1 Cor 12:12-13). Leading a ministry at St. Francis is answering a call to service and community. When one is called and appointed to be a ministry leader, the responsibilities and expectations are significant. To assist ministries and their leaders to achieve great success, we have compiled the following information and resources. |
WHAT IS A MINISTRY LEADER?
A ministry leader (or ministry head) is defined as the person who leads a ministry to strive to fulfill its true purpose and works to provide the most meaningful volunteer experience for all participants and others ultimately served by the ministry.
From an administrative perspective, the ministry leader is listed as the primary contact for a his/her ministry and the individual who is oversees the operation of that ministry. It is expected that the ministry leader will provide a means of contact including primary email and phone number.
A ministry leader is responsible for learning and complying with all parish rules, policies, and procedures for ministries to assist and guide Ministry Leaders, their main St. Francis staff point of contact will be the Ministry Team.
From an administrative perspective, the ministry leader is listed as the primary contact for a his/her ministry and the individual who is oversees the operation of that ministry. It is expected that the ministry leader will provide a means of contact including primary email and phone number.
A ministry leader is responsible for learning and complying with all parish rules, policies, and procedures for ministries to assist and guide Ministry Leaders, their main St. Francis staff point of contact will be the Ministry Team.
What are the responsibilities?
A ministry leader is responsible for becoming and remaining familiar with all parish rules, policies, and procedures that pertain to the function of her or his ministry and complying with them.
Expectations
A ministry leader is expected to participate in the larger ministry group under which the ministry is situated.
- The ministry leader attends regular meetings of the larger ministry group or appoints a single representative.
- The ministry leader maintains regular contact with their ministry team.
- The ministry leader should select a Co-Leader who will be trained to step-up as leader as part of succession planning.
Why PArticipate?
A ministry leader who does not participate in the larger ministry group to keep the ministry connected to the parish cannot expect their ministry to flourish or continue.
Commitments
Ministry leaders will typically serve a maximum of two years, but may be extended if requested and unanimously agreed upon by the members of the Executive Committee of the Staff Leadership Team.
Finding a Replacement
It is recommend that a ministry leader serve at least two years. At the start of the second year (or at min the final year of service) a ministry leader must identify a potential individual within the ministry to serve as a successor.
- The potential replacement should be cleared by the Ministry Team prior to asking him or her.
- Ministry Team Leaders should then designate the individual as Co-Leader, and Train them during their tenure as part of Succession Planning.
Ministry Committee
In early 2021, a new Ministry Committee will be instituted to help foster the communication and support and success of all ministries.
The Ministry Committee will be comprised of a member of an active ministry in St. Francis. One member of the Ministry Committee will be chosen by the Pastor to be a Representative on the Pastoral Council.
The Ministry Committee will be comprised of a member of an active ministry in St. Francis. One member of the Ministry Committee will be chosen by the Pastor to be a Representative on the Pastoral Council.
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I Want to Start a New MinistryThat is great! If you’re like us, you get super excited when you feel the tug from the Holy Spirit to start a new ministry! Our aim is to establish as many flourishing and successful ministries that we have the capacity to support as a community. We also want to be sure that we help guide and consult new ministries for success.
We take very seriously the commitment to start a new ministry. So seriously, that we have placed a temporary pause on new ministries in order to identify the best practices and procedures, especially in this difficult time. Over the next few months we will be doing our research by reaching out to the Dallas Diocese, other parishes, and other resources such as the Amazing Parish to determine just how best to set up new ministries for long term success. |
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Please bear with us as we prayerfully discern the best way to support new ministries here at St. Francis. You can help us learn too! If you have an idea for a new ministry, please consider putting down on paper answers to the following:
- What is the “Reason for Being” – the purpose of your ministry? Is it rooted in Scripture or a teaching of the Church? If yes, explain? If not, why not?
- Who are you envisioning to be your leadership team? How about a “co-leader” to help?
- What does success look like? In Six months? In Six Years?
- Answer this for yourself: “If I were to start this ministry and then walk away in one year, who would take over? Would the ministry fall apart or not skip a beat?” Explain.
- Who is the “target audience” for the ministry? Either participants/volunteers or audience served?
- Are there other ministries at St. Francis that are similar that you may be able to join forces?
- Are there other ministries at St. Francis (or other parishes) that you can learn from? If you don’t know, time to fire up your favorite search engine and do some digging!
- What resources do you need to support your ministry? Do you think the Parish has the ability to support those needs? Why or why not? Does your ministry have requirements that would take away from other ministries such as asking for funds during other fundraisers?
Ministry Meetings
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The expectation is that ministry groupings will meet on a consistent basis. The ministry leaders with guidance from the Ministry Team can determine what frequency is necessary for the group to function effectively. Monthly to bi-monthly at least should be the norm. Each member of a ministry group comprises a ministry team under a given area (e.g. Outreach). Although each individual ministry serves a unique purpose or meets a particular need, each is related to the others by the commonality of mission that they all share in their ministry area. It is important, therefore, that in order to carry out the mission of the parish in any given area (e.g. Outreach, Spiritual, Community), the individual ministries meet together regularly. No one wants a meeting for the sake of a meeting.
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Meetings should have purpose and that purpose should be clear and understood by everyone who participates. This begins by knowing who should attend the ministries meeting, what the role of each attendee is, and what happens at a meeting and what the meeting is intended to accomplish.
The way meetings are carried out and the content of a meeting can vary. Time should occasionally be devoted to spiritual growth and formation. While the business of the ministry is a primary focus of a meeting agenda, time for fellowship and relationship building should be an important part. These meetings can take place at the Parish Center when space is available, but going off site in homes or other locations is encouraged. Finally, always remember to open and close all meetings in prayer, placing all that we do under our one God, who is Father, Son, and Holy Spirit, giving him all the glory.
The way meetings are carried out and the content of a meeting can vary. Time should occasionally be devoted to spiritual growth and formation. While the business of the ministry is a primary focus of a meeting agenda, time for fellowship and relationship building should be an important part. These meetings can take place at the Parish Center when space is available, but going off site in homes or other locations is encouraged. Finally, always remember to open and close all meetings in prayer, placing all that we do under our one God, who is Father, Son, and Holy Spirit, giving him all the glory.
Who should attend the meeting?
- The ministry team may attend if needed.
- The leader of each individual ministry in that group or an appointed representative. If it is an appointed representative instead of the ministry leader, this should be the same person for the sake of consistency. Rotating in representatives will impede effectiveness.
- Other members of the individual ministries may attend the meetings for their own benefit and edification, but the ministry leader or appointed representative is the spokesman for these meetings.
What are the roles of those who attend?
WHAT ARE THE ROLES OF THOSE WHO ATTEND?
- Ministry Leader and Co-Leader are chair and co-chair of their ministry group respectively. It is between them who will be the point person to run individual meetings. They determine the meeting agendas.
- The ministry team comprising of St. Francis of Assisi Staff designated as point contacts for each Ministry represents the interests of the pastoral office and the communications that comes from the Pastor, the Staff and Ministry Supervisor, and the Staff Leadership Team.
- The ministry team represents the communications from the individual ministries back to the parish, by extension, to the Staff Leadership Team, and the Pastor.
- Ministry leaders or person appointed represent the individual ministry in which they serve.
- All attendees serve as members of their larger ministry group to work together on issues of common interest.
What should happen at a meeting?
- Fellowship: The life and breath of Ministry at St. Francis does not consist in the rules, policies, procedures, or directives. Such things serve as a necessary structure in which to enflesh the work and service that we do, but the structure must have life. This life is fostered in building genuine relationships in Christ. Jesus said, “This is how all will know that you are my disciples, if you have love one for another” (Jn. 13:35). Ministry meetings should foster certain qualities reflected in the following keywords: relationship, trust, collegiality, partnership, service. Therefore, a fundamental reason for meeting in the first place is to build relationships amongst one another.
- Communication: Open, honest dialog during Regular meetings plays an important role in the success of a ministry. Don’t forget to keep those members in the loop that are not able to attend meetings and takes notes especially key takeaways, next steps, deadlines and identifies who is responsible for completing tasks.
- Problem solving: When faced with a challenge or problem, the individual ministry need not figure it out alone. Receiving input and ideas from others within the ministry or seeking input from the ministry team can be helpful in solving problems that challenge us.
- Support and Idea Sharing: We need each other for more than just solving problems. Wisdom often surfaces through dialogue and collective brainstorming.
- Calendar planning: Through regular meetings, ministries can get ahead in planning their activities. By doing so within the ministry, some conflicts can be resolved on the level of each ministry. The Ministry can take larger concerns and calendar needs to the Ministry Team (staff support). The allocation of our scarce resources can go forward in a more collegial and organized way. It is also important to communicate with the Ministry Team to ensure that new events, publicity and especially fundraisers do not conflict with other ministry or parish activities.
Publicity Request
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Publicity Requests are due on Monday at 12:00 pm prior to the first bulletin date requested.To help prevent errors, include all information for your event publicity in one request. If publicity is being requested for an event or fundraiser that requires approval but has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request.
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Ministry Room Reservation
Ministry Leader Reference Guide
the structure of the parish
The Pastor
The pastor exercises the pastoral care and governance of the parish entrusted to him. With the help of additional priests, deacons, and the lay faithful, the pastor leads and guides the parish as its chief shepherd (cf. canon 519).
The Parish Leadership Team
St. Francis of Assisi has embraced the Amazing Parish operation model. As part of this model, the Pastor leads the Parish Leadership Team (PLT). The PLT serves to advise the pastor and take a lead role in prayer for the pastor, staff, parishioners and entire parish community.
The Pastoral Council
The Pastoral Council, over which the pastor presides, is a consultative rather than governing body. Together with other clergy PLT, the Pastoral Council assists the pastor in fostering pastoral activity in the parish (cf. canon 536, §§ 1&2).
The Finance Council
Every parish is required by canon law to have a finance council, governed by universal norms and those of the diocesan bishop, to assist the pastor, who is a voting member of the council, in his duty to administer the goods of the parish (cf. canons 532, 537).
The Ministry Committee
The Ministry Committee is the newest committee established to serve as the voice of the community to provide information, ideas, feedback in order to support the ministries of the parish and ensure their success.
The Stewardship Committee
The Stewardship Committee, guided by the vision and direction of the pastor, fosters the practice of active discipleship and assists parishioners in the stewardship of their time, talent, and treasure.
The Liturgy Commission
The Liturgy Commission is led by the pastor and works to ensure the best possible liturgy experience for all parishioners.
The Building Committee
The Building Committee provides consultation and support for the physical campus to ensure St. Francis is safe and well maintained. The Building Committee also advises
The Staff
Parish staff is entrusted with a particular responsibility of assisting the pastor in the leadership and pastoral care of the parish, each according to their training and appointed position. Parish staff is ordinarily the first point of contact in the pastoral office in their respective departments (e.g. staff, rather than the pastor, is contacted with questions and issues of Faith Formation, Outreach, etc.).
The pastor exercises the pastoral care and governance of the parish entrusted to him. With the help of additional priests, deacons, and the lay faithful, the pastor leads and guides the parish as its chief shepherd (cf. canon 519).
The Parish Leadership Team
St. Francis of Assisi has embraced the Amazing Parish operation model. As part of this model, the Pastor leads the Parish Leadership Team (PLT). The PLT serves to advise the pastor and take a lead role in prayer for the pastor, staff, parishioners and entire parish community.
The Pastoral Council
The Pastoral Council, over which the pastor presides, is a consultative rather than governing body. Together with other clergy PLT, the Pastoral Council assists the pastor in fostering pastoral activity in the parish (cf. canon 536, §§ 1&2).
The Finance Council
Every parish is required by canon law to have a finance council, governed by universal norms and those of the diocesan bishop, to assist the pastor, who is a voting member of the council, in his duty to administer the goods of the parish (cf. canons 532, 537).
The Ministry Committee
The Ministry Committee is the newest committee established to serve as the voice of the community to provide information, ideas, feedback in order to support the ministries of the parish and ensure their success.
The Stewardship Committee
The Stewardship Committee, guided by the vision and direction of the pastor, fosters the practice of active discipleship and assists parishioners in the stewardship of their time, talent, and treasure.
The Liturgy Commission
The Liturgy Commission is led by the pastor and works to ensure the best possible liturgy experience for all parishioners.
The Building Committee
The Building Committee provides consultation and support for the physical campus to ensure St. Francis is safe and well maintained. The Building Committee also advises
The Staff
Parish staff is entrusted with a particular responsibility of assisting the pastor in the leadership and pastoral care of the parish, each according to their training and appointed position. Parish staff is ordinarily the first point of contact in the pastoral office in their respective departments (e.g. staff, rather than the pastor, is contacted with questions and issues of Faith Formation, Outreach, etc.).
General policies & Procedures
Staff Contacts
Various staff are referred to throughout this document. See Clergy & Staff for up-to-date contact information.
Facility Hours
The Parish Center is open from 7:00 a.m. – 10:00 p.m. All meetings must end by 9:45 p.m. in order for the building to be vacated and secured by closing time. Requests for earlier/later time should be made to your staff liaison, and may be subject to fees to offset extra custodial staff hours.
Office/Staff Hours
Regular office hours are 9:00 a.m.-12:00 p.m. and 1:00 p.m.-5:00 p.m. Monday - Thursday, and 9:00 a.m.-12:00 p.m. Friday.Holidays and Holy Days of Obligation may alter the Office schedule. Also, if you are planning on using the Parish Center or any part of the St. Francis campus on a holiday or Holy Day of Obligation, please verify that your specific room/area will be open and/or available. Please contact your ministry team for their schedule.
Cancellation Policy
Due to the high volume of requests and to respect the needs of all ministries, bulletin ad, table request and room reservation cancellations must be made by their respective cancellation dates (see those specific topics) to open up the opportunity to other ministries. Failure to cancel resources such as rooms, tables, etc. may ultimately result in a lose of privileges. While this is not desirable for the Ministry, this rule is established out of fairness and respect to the entire community “But God has so constructed the body…so that there may be no division in the body, but that the parts may have the same concern for one another.If [one] part suffers, all the parts suffer with it…”(1 Cor 12:25-26).
Ministry Mail
Large envelopes are kept in the office workroom for ministries that receive mail at the church address. These ministries should check with the receptionist regularly during regular office hours to acquire mail.
Copies
A new Ministry Hub has been established and each Ministry Leader will receive a Card to gain access to the copier located within the Ministry Hub. Copies should be for ministry purposes only and keeping in mind established budgets. These copies are black and white only.
Cabinet or Storage Space
Please contact the Ministry Team for availability. Only items that fit in your ministry’s assigned cabinets or designated storage area should be placed in these locations. Items left out and with no identified owner will be donated to Frisco Family Services.
Childcare during Meetings (NOTE: Due to the Diocese’s COVID-19 Restrictions, the Nursery must remain closed until further notice. We apologize for the inconvenience).
Childcare is available for parishioners attending weekday evening meetings from 6:00 p.m.- 9:00 p.m. during the school year. Contact the Safe Environment Coordinator at least one (1) week prior to your meeting to reserve childcare for your ministry/child. If no reservations for a particular day are received by Thursday of the preceding week, childcare for that day will not be scheduled. Ministries can request childcare outside of these hours on a fee basis of $26/hour for up to 13 children, or $52/hour for up to 24 children.
Kitchen Access (Note: Due to COVID-19 the Kitchen currently remains closed).
The Kitchen must be reserved in the same manner as any other room or space at St. Francis. This can be done through a request for use through eSpace. Please note the rule of thumb when using the kitchen: “Leave it better than you found it, please.” Also note there is a checklist and procedures for proper kitchen use and cleaning. Failure to comply may result is a loss of kitchen privileges.
Checking Account Policy
Ministries falling under the same 501(c) (3) as the church that will be processing funds must review the full Ministries Checking Account Policy to comply with Diocesan requirements.
Deposits & Check Requests
Ministries that process funds through the parish account should submit deposits and check requests to the Ministry Team. Deposits should be submitted within three (3) days of receipt. Only original receipts with itemized detail are accepted for reimbursement. Descriptions of items purchased must be clear on receipts. Check Request Form and documentation are due to the Business Office by Tuesday evenings (check with your Ministry Team for particulars), and are typically processed on Thursdays. (ministry_team@stfoafrisco.org )
Tax Exempt Certificate
Parish-based organizations are encouraged to use a St. Francis Tax Exempt Certificate for ministry purposes only to reduce unnecessary expenditures. Certificates can be requested from your Ministry Team. Each store/vendor has its own policy on how to process these. Always check with its customer service department prior to making a purchase on how to properly use the certificate in each store.
Donor Acknowledgement
Donations are monetary or non-monetary gifts given when no goods or services are exchanged for the gift. Donation acknowledgements must be offered to donors for their tax purposes. If donations by check are made payable to and directly forwarded (i.e. not processed through the parish or ministry account) to a separate organization (Frisco Family Services Center, etc.), that organization will process those donor acknowledgements.
Cash or non-monetary donors should be offered acknowledgements immediately. For ministries processing funds through the parish account, you can arrange for check donations to be included on the parish annual tax statements or you can process them the same as cash donations. For ministries using their own checking accounts, check donors should either be acknowledged immediately or sent an annual tax statement by January 31 for all previous year donations. Monetary Donation and Non-Monetary Donation acknowledgement templates are available for ministry use. Contact the Financial Director for questions.
Various staff are referred to throughout this document. See Clergy & Staff for up-to-date contact information.
Facility Hours
The Parish Center is open from 7:00 a.m. – 10:00 p.m. All meetings must end by 9:45 p.m. in order for the building to be vacated and secured by closing time. Requests for earlier/later time should be made to your staff liaison, and may be subject to fees to offset extra custodial staff hours.
Office/Staff Hours
Regular office hours are 9:00 a.m.-12:00 p.m. and 1:00 p.m.-5:00 p.m. Monday - Thursday, and 9:00 a.m.-12:00 p.m. Friday.Holidays and Holy Days of Obligation may alter the Office schedule. Also, if you are planning on using the Parish Center or any part of the St. Francis campus on a holiday or Holy Day of Obligation, please verify that your specific room/area will be open and/or available. Please contact your ministry team for their schedule.
Cancellation Policy
Due to the high volume of requests and to respect the needs of all ministries, bulletin ad, table request and room reservation cancellations must be made by their respective cancellation dates (see those specific topics) to open up the opportunity to other ministries. Failure to cancel resources such as rooms, tables, etc. may ultimately result in a lose of privileges. While this is not desirable for the Ministry, this rule is established out of fairness and respect to the entire community “But God has so constructed the body…so that there may be no division in the body, but that the parts may have the same concern for one another.If [one] part suffers, all the parts suffer with it…”(1 Cor 12:25-26).
Ministry Mail
Large envelopes are kept in the office workroom for ministries that receive mail at the church address. These ministries should check with the receptionist regularly during regular office hours to acquire mail.
Copies
A new Ministry Hub has been established and each Ministry Leader will receive a Card to gain access to the copier located within the Ministry Hub. Copies should be for ministry purposes only and keeping in mind established budgets. These copies are black and white only.
Cabinet or Storage Space
Please contact the Ministry Team for availability. Only items that fit in your ministry’s assigned cabinets or designated storage area should be placed in these locations. Items left out and with no identified owner will be donated to Frisco Family Services.
Childcare during Meetings (NOTE: Due to the Diocese’s COVID-19 Restrictions, the Nursery must remain closed until further notice. We apologize for the inconvenience).
Childcare is available for parishioners attending weekday evening meetings from 6:00 p.m.- 9:00 p.m. during the school year. Contact the Safe Environment Coordinator at least one (1) week prior to your meeting to reserve childcare for your ministry/child. If no reservations for a particular day are received by Thursday of the preceding week, childcare for that day will not be scheduled. Ministries can request childcare outside of these hours on a fee basis of $26/hour for up to 13 children, or $52/hour for up to 24 children.
Kitchen Access (Note: Due to COVID-19 the Kitchen currently remains closed).
The Kitchen must be reserved in the same manner as any other room or space at St. Francis. This can be done through a request for use through eSpace. Please note the rule of thumb when using the kitchen: “Leave it better than you found it, please.” Also note there is a checklist and procedures for proper kitchen use and cleaning. Failure to comply may result is a loss of kitchen privileges.
Checking Account Policy
Ministries falling under the same 501(c) (3) as the church that will be processing funds must review the full Ministries Checking Account Policy to comply with Diocesan requirements.
Deposits & Check Requests
Ministries that process funds through the parish account should submit deposits and check requests to the Ministry Team. Deposits should be submitted within three (3) days of receipt. Only original receipts with itemized detail are accepted for reimbursement. Descriptions of items purchased must be clear on receipts. Check Request Form and documentation are due to the Business Office by Tuesday evenings (check with your Ministry Team for particulars), and are typically processed on Thursdays. (ministry_team@stfoafrisco.org )
Tax Exempt Certificate
Parish-based organizations are encouraged to use a St. Francis Tax Exempt Certificate for ministry purposes only to reduce unnecessary expenditures. Certificates can be requested from your Ministry Team. Each store/vendor has its own policy on how to process these. Always check with its customer service department prior to making a purchase on how to properly use the certificate in each store.
Donor Acknowledgement
Donations are monetary or non-monetary gifts given when no goods or services are exchanged for the gift. Donation acknowledgements must be offered to donors for their tax purposes. If donations by check are made payable to and directly forwarded (i.e. not processed through the parish or ministry account) to a separate organization (Frisco Family Services Center, etc.), that organization will process those donor acknowledgements.
Cash or non-monetary donors should be offered acknowledgements immediately. For ministries processing funds through the parish account, you can arrange for check donations to be included on the parish annual tax statements or you can process them the same as cash donations. For ministries using their own checking accounts, check donors should either be acknowledged immediately or sent an annual tax statement by January 31 for all previous year donations. Monetary Donation and Non-Monetary Donation acknowledgement templates are available for ministry use. Contact the Financial Director for questions.
Publicity Procedures
Bulletin & Flocknote
We understand that publicity through Parish promotional vehicles such as the bulletin, website, Flocknote, and social media are vital to the success of many of the great events and fundraisers. In an effort to better manage requests and to provide streamlined, effective information for all parishioners, the following publicity procedures have been instituted.
Please submit publicity requests by Mondays at 12:00 pm prior to the first bulletin date. Please include all information for your event publicity in one request (who, what, when, where, why, how much) using the Publicity form found on the website.
If publicity is being requested for an event or fundraiser that has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request. Please note that new fundraisers will need to be approved by the Finance Council so allow at least 30 days for new fundrasiers to be approved.
If you need to ask general questions about publicity or need to review your plan especially as it connects to an event please contact the Ministry Team ( ministry_team@sdfoafrisco.org). If you need more in-depth creative assistance with publicity feel free to contact our communications team - 972 - 712 - 2645 ext 246 or at cbermender@stfoafrisco.org.
Tables in the Parish Center
Include your request for tables in the parish center or outside lower courtyard area along with your Publicity reservation using the online Publicity request form found on this page: https://www.stfoafrisco.org/ministry-request-forms.html. Please be sure to reserve Tables as soon as possible or at a minimum (2) weeks in advance of your event.
Website
Up-to-date ministry leader and contact information is kept on the corresponding ministry page. A short blurb about the ministry’s purpose can also be included upon request, as well as a link to the ministry’s webpage if one exists. Changes to the website should be communicated to the ministry team.
Signage
Signage can be submitted to your ministry team for inclusion in your ministries hallway display box. Posting of signage in other locations is not permitted.
Mass Announcements
Requests for mass announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like them announced. If Mass Announcements are tied to a Publicity Request please indicate on the Publicity Form. These require approval from the ministry team via the liturgy office, and are announced at the discretion of each presiding Priest / Deacon.
Pulpit Announcements
Requests for pulpit announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like a ministry representative to make the announcement from the Pulpit. These require additional special approval from the Pastor via the liturgy office, and are approved only for very unique and specific situations.
We understand that publicity through Parish promotional vehicles such as the bulletin, website, Flocknote, and social media are vital to the success of many of the great events and fundraisers. In an effort to better manage requests and to provide streamlined, effective information for all parishioners, the following publicity procedures have been instituted.
Please submit publicity requests by Mondays at 12:00 pm prior to the first bulletin date. Please include all information for your event publicity in one request (who, what, when, where, why, how much) using the Publicity form found on the website.
If publicity is being requested for an event or fundraiser that has not yet been approved, see the Event/Fundraiser Policies & Procedures before submitting a publicity request. Please note that new fundraisers will need to be approved by the Finance Council so allow at least 30 days for new fundrasiers to be approved.
If you need to ask general questions about publicity or need to review your plan especially as it connects to an event please contact the Ministry Team ( ministry_team@sdfoafrisco.org). If you need more in-depth creative assistance with publicity feel free to contact our communications team - 972 - 712 - 2645 ext 246 or at cbermender@stfoafrisco.org.
Tables in the Parish Center
Include your request for tables in the parish center or outside lower courtyard area along with your Publicity reservation using the online Publicity request form found on this page: https://www.stfoafrisco.org/ministry-request-forms.html. Please be sure to reserve Tables as soon as possible or at a minimum (2) weeks in advance of your event.
- Six (6) tables maximum are available each week in the Foyer if No Event is taking place in this designated space. The tables are designated as outreach, fundraising, and informational.
- A maximum of two (2) tables is permitted per purpose (with the exception of Outreach), and each ministry can have a maximum of six (6) table reservations a year.
- Solicitation is not permitted without a table reservation, and it is restricted to the table and immediate surrounding area only, and should be done in a non-aggressive manner.
- Table cancellations should be made with the ministry team by the Monday before the weekend the table is reserved.
Website
Up-to-date ministry leader and contact information is kept on the corresponding ministry page. A short blurb about the ministry’s purpose can also be included upon request, as well as a link to the ministry’s webpage if one exists. Changes to the website should be communicated to the ministry team.
Signage
Signage can be submitted to your ministry team for inclusion in your ministries hallway display box. Posting of signage in other locations is not permitted.
Mass Announcements
Requests for mass announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like them announced. If Mass Announcements are tied to a Publicity Request please indicate on the Publicity Form. These require approval from the ministry team via the liturgy office, and are announced at the discretion of each presiding Priest / Deacon.
Pulpit Announcements
Requests for pulpit announcements should be sent to the ministry team two (2) weeks prior to the weekend you would like a ministry representative to make the announcement from the Pulpit. These require additional special approval from the Pastor via the liturgy office, and are approved only for very unique and specific situations.
RESERVATION PROCEDURES
Room Reservations
Annual Room Reservations: The Facilities Reservation Calendar runs on the Parish Fiscal Year which begins in July and ends in June of the following year. The Parish will notify Ministry Leaders each Spring when the Facilities Reservation Calendar has been opened for the upcoming Fiscal Year.
Annual Facilities Reservations are reservations for essential, recurring Ministry Events that take place over the duration of the Fiscal Year or take place every Fiscal Year. Annual Facilities Requests should be submitted by the deadline date to ensure scheduling.
Individual Room Reservations: All Room / Facilities Reservation Requests that do not meet the criteria for Annual Reservations will be approved and booked on a first-come, first-served basis after the initial Annual Reservation needs have been met. All Reservation Requests are to be made in accordance with the following policies and procedures:
Room Reservation Cancellation:
Ministry Leaders are expected to cancel Approved Room Reservation Requests as soon as it is known that the Reserved Room or Parking Area is no longer needed, using this online room cancellation form found on this page: https://www.stfoafrisco.org/ministry-request-forms.html. Failure to cancel rooms or other resources may result in a loss of privileges. This is due to the high demand and relative scarcity for rooms and resources.
Sacred Space Reservation
Sacred Spaces, which include the Church and Chapel and their respective narthex and Bride’s Rooms, can only be reserved with approval by the Pastor, through the Liturgy Team.
Default Room Set Up
Each Room with tables and chairs has a “default” configuration. Ministries may rearrange and reconfigure the room to accommodate the needs of their particular meeting or event. However, prior to leaving the room at the end of the event, the Default Configuration for tables and chairs must be reset based on the photos on the wall. It is also important to allow for enough time to configure the tables and chairs to the Default Configuration if there is another ministry using the meeting room immediately after your ministry reserved time.
It is also necessary, due to COVID-19, to wipe down all tables and chairs after use. Wipes and other cleaning supplies can be found in each room. If you need extra cleaning supplies, please ask one of the Ministry Team members present at the time of your meeting.
Tablecloth Reservations
Contact the Ministry Team or Parish Receptionist at 972-712-2645 at least two weeks in advance of the event to reserve tablecloths. Clean tablecloths are picked up from the Ministry Team or Receptionist preferably during regular office hours and clean tablecloths are returned no later than four (4) days after the event. Tablecloths should be washed in cold water and tumbled dry. A $2 cleaning charge will be issued for each dirty tablecloth returned. A $35 replacement cost will be issued for lost or damaged tablecloths.
When using table skirts along with the borrowed tablecloths, double-sided tape is used to attach skirts to the table cloths. Do not use other tape, pins, or glue as it will damage the tablecloths.
Equipment Reservations
Great Hall West (A) and East (C) rooms are equipped with a projector, automatic screen, microphone, and DVD player. Directions for use are located on the wall. The DVD player is mounted in the podium. The podium should not be removed from the room.
Great Hall Center (B) is equipped with a projector, cordless microphones, DVD player, and two automatic screens. There is a podium available which should not be removed from the room. Lavalier microphones are also available in the nearby locked equipment closet. The system/equipment is locked and directions for use are not available. Contact the Ministry Team or Joey Ah Sam – Technology & AV Specialist at 972-712-2645 – Ext. 351 to arrange Great Hall system/equipment training two weeks prior to the event or to test your equipment or if you have any problems and equipment is not functioning properly
Meeting rooms A, B, C, D, Duesman, and San Damiano have a Smartboard / DVD, and are available for use with your room reservation. You do not need to reserve this equipment separately. (NOTE: The Organization Workroom does not have a TV/DVD)
Portable projector and screens are available for reservation. Please include this equipment request in your room reservation request. Or you may also submit an equipment request after you have reserved a room through the Ministry Team.
Podiums are not available outside of the podiums located in the Great Hall West, Center, and East which should not be removed.
Annual Room Reservations: The Facilities Reservation Calendar runs on the Parish Fiscal Year which begins in July and ends in June of the following year. The Parish will notify Ministry Leaders each Spring when the Facilities Reservation Calendar has been opened for the upcoming Fiscal Year.
Annual Facilities Reservations are reservations for essential, recurring Ministry Events that take place over the duration of the Fiscal Year or take place every Fiscal Year. Annual Facilities Requests should be submitted by the deadline date to ensure scheduling.
Individual Room Reservations: All Room / Facilities Reservation Requests that do not meet the criteria for Annual Reservations will be approved and booked on a first-come, first-served basis after the initial Annual Reservation needs have been met. All Reservation Requests are to be made in accordance with the following policies and procedures:
- Ministry Leaders are expected to submit Meeting Room Reservation Requests as far in advance as possible, and no later than 20 business days prior to the event. Requests for rooms or other areas such as parking lots or courtyards should be made using the online request form found on St. Francis Website in this page: https://www.stfoafrisco.org/ministry-request-forms.html.
- Please note, submitting a request does not confirm your reservation.
- Once received, Reservation Requests will be evaluated and approved by the Ministry Team or his/her designee and added to eSpace for review and approval.
- The Ministry Leader will receive a confirmation email with Reservation Approval and Booking confirm. All questions and concerns regarding an Approved Reservations Request should be directed to the Ministry Team.
Room Reservation Cancellation:
Ministry Leaders are expected to cancel Approved Room Reservation Requests as soon as it is known that the Reserved Room or Parking Area is no longer needed, using this online room cancellation form found on this page: https://www.stfoafrisco.org/ministry-request-forms.html. Failure to cancel rooms or other resources may result in a loss of privileges. This is due to the high demand and relative scarcity for rooms and resources.
Sacred Space Reservation
Sacred Spaces, which include the Church and Chapel and their respective narthex and Bride’s Rooms, can only be reserved with approval by the Pastor, through the Liturgy Team.
Default Room Set Up
Each Room with tables and chairs has a “default” configuration. Ministries may rearrange and reconfigure the room to accommodate the needs of their particular meeting or event. However, prior to leaving the room at the end of the event, the Default Configuration for tables and chairs must be reset based on the photos on the wall. It is also important to allow for enough time to configure the tables and chairs to the Default Configuration if there is another ministry using the meeting room immediately after your ministry reserved time.
It is also necessary, due to COVID-19, to wipe down all tables and chairs after use. Wipes and other cleaning supplies can be found in each room. If you need extra cleaning supplies, please ask one of the Ministry Team members present at the time of your meeting.
Tablecloth Reservations
Contact the Ministry Team or Parish Receptionist at 972-712-2645 at least two weeks in advance of the event to reserve tablecloths. Clean tablecloths are picked up from the Ministry Team or Receptionist preferably during regular office hours and clean tablecloths are returned no later than four (4) days after the event. Tablecloths should be washed in cold water and tumbled dry. A $2 cleaning charge will be issued for each dirty tablecloth returned. A $35 replacement cost will be issued for lost or damaged tablecloths.
When using table skirts along with the borrowed tablecloths, double-sided tape is used to attach skirts to the table cloths. Do not use other tape, pins, or glue as it will damage the tablecloths.
Equipment Reservations
Great Hall West (A) and East (C) rooms are equipped with a projector, automatic screen, microphone, and DVD player. Directions for use are located on the wall. The DVD player is mounted in the podium. The podium should not be removed from the room.
Great Hall Center (B) is equipped with a projector, cordless microphones, DVD player, and two automatic screens. There is a podium available which should not be removed from the room. Lavalier microphones are also available in the nearby locked equipment closet. The system/equipment is locked and directions for use are not available. Contact the Ministry Team or Joey Ah Sam – Technology & AV Specialist at 972-712-2645 – Ext. 351 to arrange Great Hall system/equipment training two weeks prior to the event or to test your equipment or if you have any problems and equipment is not functioning properly
Meeting rooms A, B, C, D, Duesman, and San Damiano have a Smartboard / DVD, and are available for use with your room reservation. You do not need to reserve this equipment separately. (NOTE: The Organization Workroom does not have a TV/DVD)
Portable projector and screens are available for reservation. Please include this equipment request in your room reservation request. Or you may also submit an equipment request after you have reserved a room through the Ministry Team.
Podiums are not available outside of the podiums located in the Great Hall West, Center, and East which should not be removed.
Event/Fundraising policies and procedures
Definitions & Required Approvals
Event (must be approved by Pastoral Council, Pastor or Parish Leadership Team*) – a happening that extends beyond members of the hosting ministry that is either free to attendees or fee-based where funds received are determined solely to cover the cost of the expenses.
Fundraiser (must be approved by Finance Council*) – an effort to raise funds for a particular ministry/purpose. Two (2) fundraisers per ministry are permitted each fiscal (July-June) year. Additional fundraisers can be requested with the following guidelines:
*An Event/Fundraiser Request Form should be submitted to your ministry team at least two months in advance to ensure enough time to get any necessary approvals. (Having the request in by the first week of a month will provide the quickest turnaround due to dates of Parish and Finance Council meetings.) Planning should not take place until you have received the approved form. Once a recurring event and/or fundraiser is approved, it does not need annual approval. The hosting ministry is responsible for all set-up and clean-up of the event. All parish Safe Environment & Photo/Video guidelines will be in place for any activity.
Guest Speaker Approval
All speakers must be approved through the Safe Environment Coordinator before publicity can occur, and at least three (3) weeks prior to event.
Vendor Contracts & Insurance Requirements
For all parish or ministry events taking place on or off church grounds, any hired vendors that have contracts, terms and/or conditions (including but not limited to rental agreements and liability waivers) must be reviewed by the Diocese Risk Management office prior to signing and submission to ensure reduced liability on the parish and Diocese. Examples include bounce houses, bus rentals, retreat location rentals, etc. You can forward such documents to the Parish Financial Director with at least a one (1) week lead time. These contracts/terms can only be signed by the Pastor. In addition, such vendors must carry general liability insurance limits of at least $1,000,000 per occurrence and name ‘St. Francis of Assisi Catholic Church’ as ‘additional insured’, addressed to 8000 Eldorado Parkway, Frisco TX 75033. Insurance coverage for their employees and automobile liability (if their operation involves any vehicles) must also be included. A certificate of insurance with the required information must be received prior to the event.
Alcohol Policy
Below is a brief summary of the Diocese’s Alcohol Service Policy. The full Alcohol Service Policy must be reviewed prior to the service of alcohol for any reason.
Home-Prepared Food Policy
Home-prepared food can be served only at events that are invitation only, per the City of Frisco Health Department. It cannot be served at events that are open to the general public. Food at general public events must either be purchased or prepared in the church kitchen that receives annual certification. To prepare food in the church kitchen, it must be reserved by emailing the Ministry Team.
Carnivals, Raffles, Bingos & Poker Tournaments/Casino Nights
Carnivals – The full Diocese Carnival Internal Controls requirements must be reviewed prior to any requests for carnival-style events.
Raffles – A few general guidelines for raffles are listed below. The full Diocesan Raffles Policy must be reviewed prior to any requests for raffle fundraisers.
Bingos – A few general guidelines for bingos are listed below. The full Diocesan Bingo Policy must be reviewed prior to any requests for bingo events.
Poker Tournaments/Casino Nights – Rigorous steps must be taken to ensure that an event involving gaming does not result in illegal gambling. A few resources that should be reviewed prior to requesting a gaming event are Diocese Tips & Guidelines for Gambling and Info from Texas Attorney General and Texas Bar Association Websites. These are a few notations:
♦ The winners are decided by a game of chance
♦ Prizes of value are awarded
Event (must be approved by Pastoral Council, Pastor or Parish Leadership Team*) – a happening that extends beyond members of the hosting ministry that is either free to attendees or fee-based where funds received are determined solely to cover the cost of the expenses.
Fundraiser (must be approved by Finance Council*) – an effort to raise funds for a particular ministry/purpose. Two (2) fundraisers per ministry are permitted each fiscal (July-June) year. Additional fundraisers can be requested with the following guidelines:
- If the fundraiser is in the form of an event, it cannot take place onsite (unless it is as a vendor at the Ladies Auxiliary Holiday Bazaar).
- Sales must take a passive approach (no sales at a table after mass, at other ministry meetings, etc.)
- Bulletin blurb/Enews/signage in commission hallway display box providing details and links are acceptable. A bulletin ad would also be acceptable so long as it fits within the ministry’s maximum annual allotment of ads.
*An Event/Fundraiser Request Form should be submitted to your ministry team at least two months in advance to ensure enough time to get any necessary approvals. (Having the request in by the first week of a month will provide the quickest turnaround due to dates of Parish and Finance Council meetings.) Planning should not take place until you have received the approved form. Once a recurring event and/or fundraiser is approved, it does not need annual approval. The hosting ministry is responsible for all set-up and clean-up of the event. All parish Safe Environment & Photo/Video guidelines will be in place for any activity.
Guest Speaker Approval
All speakers must be approved through the Safe Environment Coordinator before publicity can occur, and at least three (3) weeks prior to event.
Vendor Contracts & Insurance Requirements
For all parish or ministry events taking place on or off church grounds, any hired vendors that have contracts, terms and/or conditions (including but not limited to rental agreements and liability waivers) must be reviewed by the Diocese Risk Management office prior to signing and submission to ensure reduced liability on the parish and Diocese. Examples include bounce houses, bus rentals, retreat location rentals, etc. You can forward such documents to the Parish Financial Director with at least a one (1) week lead time. These contracts/terms can only be signed by the Pastor. In addition, such vendors must carry general liability insurance limits of at least $1,000,000 per occurrence and name ‘St. Francis of Assisi Catholic Church’ as ‘additional insured’, addressed to 8000 Eldorado Parkway, Frisco TX 75033. Insurance coverage for their employees and automobile liability (if their operation involves any vehicles) must also be included. A certificate of insurance with the required information must be received prior to the event.
Alcohol Policy
Below is a brief summary of the Diocese’s Alcohol Service Policy. The full Alcohol Service Policy must be reviewed prior to the service of alcohol for any reason.
- Alcohol service is limited to special occasions approved by the Pastor
- Alcohol service is restricted to beer and wine only
- Alcohol service is allowed only if served along with food and non-alcoholic beverages
- Alcohol service must end at least one hour prior to the end of the event
- Under no circumstances will alcohol be served to anyone under the age of 21
- At no time are attendees allowed to bring their own alcoholic beverages to an event
- Alcohol servers must be instructed not to serve anyone who appears to be intoxicated
- Planning for alternative transportation options must be conducted prior to any event
- Event hosts are advised to insist on alternative transportation to anyone visibly impaired or intoxicated
- All applicable state/local laws and ordinances pertaining to alcohol service must be observed. TABC Temporary Permit and Fundraising Events info must be reviewed.
- If alcohol is sold or if there is a door or meal charge, donation container, etc., licensing and permitting may be required.
- The Parish reserves the right to require a bartender, police or security officer (or similar), or additional insurance at the expense of the ministry, not St. Francis.
- Ministries who serve alcohol are responsible for removing all remaining alcholoic beverages from the premises immediately after the event. The area must be cleaned, including the floor and all counter surfaces and all trash taken to the external trash dumpster.
Home-Prepared Food Policy
Home-prepared food can be served only at events that are invitation only, per the City of Frisco Health Department. It cannot be served at events that are open to the general public. Food at general public events must either be purchased or prepared in the church kitchen that receives annual certification. To prepare food in the church kitchen, it must be reserved by emailing the Ministry Team.
Carnivals, Raffles, Bingos & Poker Tournaments/Casino Nights
Carnivals – The full Diocese Carnival Internal Controls requirements must be reviewed prior to any requests for carnival-style events.
Raffles – A few general guidelines for raffles are listed below. The full Diocesan Raffles Policy must be reviewed prior to any requests for raffle fundraisers.
- A raffle prize cannot be money
- The prize offered must be owned by the sponsor prior to the raffle
- ‘Official Rules’ must be adopted and posted. The Diocese Official Raffle Rules Template is the minimum required rules for conducting a raffle.
- Raffles must comply with the Texas Charitable Raffle Enabling Act
- The IRS has reporting and tax withholding requirements for raffle prizes in excess of $600
- No raffle prize valued in excess of $5,000 can be given to the winner until the entity collects any required federal income tax withholding from the winner
Bingos – A few general guidelines for bingos are listed below. The full Diocesan Bingo Policy must be reviewed prior to any requests for bingo events.
- Licensing, displaying and reporting requirements must be followed per the Texas Lottery Commission
- Licenses are valid for four (4) hours only during any one day
- Games must be conducted and prizes awarded on the days and within the times specified on the license
- Persons younger than 18 years of age may not play unless accompanied by a parent or guardian
- The amount of a bingo prize cannot have a value of more than $750 for a single game and you cannot offer to award on a single bingo occasion prizes with an aggregate value of more than $2,500
- If door prizes are awarded, they may not exceed $250 in value
- Raffle tickets may not be offered as bingo prizes
- If alcohol is served at the event, the alcohol policy must be adhered to (licensing and permitting may be required)
Poker Tournaments/Casino Nights – Rigorous steps must be taken to ensure that an event involving gaming does not result in illegal gambling. A few resources that should be reviewed prior to requesting a gaming event are Diocese Tips & Guidelines for Gambling and Info from Texas Attorney General and Texas Bar Association Websites. These are a few notations:
- If all three (3) of these conditions are met, the circumstances most likely lead to illegal gambling:
♦ The winners are decided by a game of chance
♦ Prizes of value are awarded
- If the game is free to enter, then prizes of value may be awarded
- If an entry fee is charged, then prizes of value may not be awarded
- Nonprofits can sell food and beverages and/or conduct an auction instead to use a gaming event as a fundraiser
- If alcohol is served at the gaming event, the alcohol policy must be adhered to (licensing and permitting may be required)