PARISH POLICIES
MARY, QUEEN OF HEAVEN PARISH

Fund Raising Activity Guidelines Policies and Procedures

July 1, 2003

Policy: It is the policy of Mary Queen of Heaven Parish that ALL parish organizations conducting fund raising activities in the name of, or for the benefit of Mary Queen of Heaven Parish will prepare a written memorandum and submit the request to the pastor for approval. In addition, the following procedures apply to any organization wishing to conduct a fund raising activity on parish property.

Effective Date: July 1, 2003

Purpose: The policy and procedures are formulated to:

  • establish a system to be followed in order to improve co-ordination among all parish organizations, eliminating the over-lapping of events
  • provide financial data for use in fiscal planning as well as to improve internal controls, and
  • to insure the effectiveness and best practices of MQH parishioner’s time, talent, and treasure.

Procedures: Any parish organization or committee planning to conduct a fund raising activity will prepare a written memorandum seeking approval of the pastor. It is recommended that the memorandum be submitted at least 30 days prior to the planned activity. The following information must be included in the memorandum:

  1. Name of person making the request, phone number, and any contact information
  2. Name of the group wishing to conduct the event
  3. Name of fund raising activity
  4. Date of proposed fund raising activity
  5. Place at which the fund raising activity will be held
  6. Purpose of the fund raising activity
  7. Brief description regarding how the activity will be conducted
  8. Target population, who will be asked to participate
  9. Other information that will best describe the event

The pastor will notify the contact person regarding his decision. If and when the activity is approved, the group may begin making the final preparations for a successful event.

A record of all receipts and disbursements are to be maintained in order that a financial report may be compiled at the conclusion of the activity. This report, accompanied by corresponding documentation, must be sent to the pastor within 30 days of the event’s completion.

Policy Approval: Recommended by the Finance Council on June 30, 2003
 Approved by Parish Council on July 16, 2003
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Fund Raising Activity Policies and Procedures