2015 AS OF ST. MAXIMILIAN KOLBE LEADERSHIP POLICIES AND INFORMATION
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1 2015 AS OF ST. MAXIMILIAN KOLBE LEADERSHIP POLICIES AND INFORMATION
2 CONTENTS VISION AND MISSION... 2 PARISH LEADERSHIP DIAGRAM... 3 PARISH MINISTRIES... 4 PARISH CALENDAR AND EVENTS... 5 FUNDRAISING GUIDELINES... 5 SPOKEN ANNOUNCEMENT GUIDELINES... 6 EXPECTATIONS FOR REPORTING MINISTRY ACTIVITIES... 7 PERIODIC MINISTRY SELF-EVALUATION... 8 FORMS AND WEBSITE... 9 GATHERING SPACE TABLE LOCATIONS FACILITY REQUEST/ROOM SET-UP FORM
3 VISION STEPPING FORWARD RENEWING OURSELVES AND INSPIRING OTHERS MISSION WELCOME OPENING OUR DOORS AND HEARTS TO ALL WORSHIP NOURISHED BY LITURGY, LIVING OUR FAITH WITH LOVE AND COURAGE COMPASSION SERVING OTHERS AS DISCIPLES OF CHRIST 2
4 The liturgy is the summit toward which the activity of the Church is directed; at the same time, it is the font from which all her ministries and activities flow. Faith Formation Compassion Ministries Pastoral Ministries Community Life Preschool SUPPORTING PARISH LIFE Staff Pastoral Council Finance Council 3 Administration Council Gift Shop As of
5 PARISH MINISTRIES SAINT MAXIMILIAN KOLBE CATHOLIC CHURCH LITURGY / WORSHIP Altar Servers Art & Environment Eucharistic Ministers Lectors Music Ministry Sacristans Ushers/Greeters Visiting Presiders FAITH FORMATION Adult Faith Formation Confirmation - High School Grades 1-8 Faith Formation High School Ministry - Youth 2 the Max Jr. High Ministry - MAX PAX Living the Scriptures Pre-Baptism Classes RCIA Small Faith Communities Stepping Forward Spiritual Walk University Women s Catholic Bible Study COMMUNITY LIFE Breaking Bread Communication Committee Cub Scouts Hospitality Committee Men s Club Third Age Seniors PASTORAL MINISTRIES Baptisms Bereavement Ministry Cerebral Palsy Home Detention Ministry Funerals Homebound/Sick Prayer Chain Prayer Shawl Ministry Weddings COMPASSION MINISTRIES Employment Ministry Habitat for Humanity Homeless Breakfast Project Response Respect Life Ministry St. Michael s - Our Sister Parish St. Vincent de Paul Together In Mission (TIM) SUPPORTING PARISH LIFE Staff Pastoral Council Finance Council Administration Council Gift Shop 4
6 PARISH CALENDAR AND EVENTS The master liturgical and ministry calendar is finalized by the end of May each year, for the upcoming liturgical and ministry year beginning July 1. Ministries are expected to finalize their own calendars by this deadline as well. All liturgical and sacramental events take precedence on the parish calendar and resources. Requests for non-fundraising events, rooms and resources are then considered on a first-come, first-served basis. Events or meetings requiring staff, personnel, facilities or other resources require a minimum of 30 days advance notification. No events may be scheduled on Pastoral Center holidays. See holiday schedule on the parish website stmaxchurch.org. All gatherings require the completion of a Facility Request Form available on the parish website stmaxchurch.org The following additional guidelines apply to events that involve fundraising or any solicitation of goods. FUNDRAISING GUIDELINES Fundraising events must be approved by Pastoring Team a minimum of 3 months prior to proposed event. All signs must fit in our metal sign holders (22 x 28 ). Table locations will be limited to the areas surrounding the labyrinth and located away from the church sanctuary and office entrances. (Gathering Space diagram pg. 9) All flyers are to be distributed from a solicitation table, not handed out directly to parishioners before or after Mass. Lector or Committee announcement copy needs to be submitted and approved by parish staff 2 weeks before proposed announcement date. Flyers inserted in the bulletin require 30 days prior approval from the Pastoring Team. All flyers, inserts or distributions, take the place of printed information in the bulletin. 5
7 SPOKEN ANNOUNCEMENTS Most announcements will be made by lectors. If approved, an announcement may be made by a ministry leader. The announcement is limited to no more than 5 sentences and edited 2 weeks in advance by parish staff. Any spoken announcement must have a supporting article in that weekend's bulletin. The ministry team is responsible for submitting this to the bulletin editor two weeks prior to publication. 6
8 EXPECTATIONS FOR REPORTING MINISTRY ACTIVITIES MINISTRY LEADERS Submit a written report to the commission leader at least monthly Copy the commission staff representative on all update reports Notify commission leader and staff representative immediately when critical changes come up; don t wait for the usual monthly report COMMISSION LEADERS Provide Pastoral Council representative with a summary of ministry reports monthly Copy the commission staff representative on all update reports Include an item on your commission meeting agendas to allow your Pastoral Council representative to share information from the Council Consult with the appropriate staff representative well in advance of planning parish activities or requesting parish resources Forward the summary of your commission activities to the Pastoral Council Chair prior to each Council meeting Be prepared to provide a 2-minute report on commission activities to the Pastoral Council Be prepared to provide an update to your commission at your regularly scheduled commission meetings Notify the Chair of the Pastoral Council if you require additional time on the agenda to discuss a specific issue or topic 7
9 PERIODIC MINISTRY SELF-EVALUATION On a quarterly basis, it is expected that the Commission and Ministry Leaders ask themselves the following questions to ensure they are striving to serve the parish and meet its Vision and Mission. Does our commission/ministry have a clear mission and goal? Would an individual member of our group be able to state our mission and goal? Are the goals and activities of our commission/ministry aligned with the vision and mission of the parish? Does our commission/ministry seek input from experts, resources and all key stakeholders involved when planning projects or activities? Does our commission/ministry consult with parish staff effectively when planning activities and requesting parish resources? Does our commission/ministry request parish resources well in advance of the planned activity? Does our commission/ministry evaluate each project after completion and look for opportunities for improvement? Does our commission/ministry meet on a regular basis, at least quarterly? Does our commission/ministry look for new ways to benefit our members and those we serve? Does our commission/ministry have effective leaders and representatives in place? Does it have the right people in the right places? Does our commission/ministry communicate with parishioners effectively, such as to publicize events? Does our commission/ministry collaborate with other commissions and ministries to coordinate and strengthen projects and activities? 8
10 Please see our Parish Website STMAXCHURCH.ORG for Parish Commissions, Ministries, and Committees Lists & Contacts go to or click on Contact Us then Parish Leadership to Download Forms go to or click on Contact Us then Forms 9
11 10
12 ST. MAXIMILIAN KOLBE CATHOLIC CHURCH 5801 Kanan Road, Westlake Village, CA Phone Fax Web FACILITIES REQUEST FORM Organization /Group/ Ministry Making Request Date Request Submitted Name of Event Date of Event Event Contact Person Phone Number PLEASE CHECK Church Hall Room A Room 3 (Preschool) Gathering Space Immaculata Chapel Hall Room B Room 4 (Preschool) Parking Lot Room 2 Hall Room C Room 5 (Preschool) Room 1 (Staff) Counters Room Kitchen (Hall) Room 6 (Preschool) Youth Room Room 7 (Preschool) # of People Expected (if one day only) Date of Event (If multiple day event) Date Event Begins Date Event Ends If this is a reoccurring meeting, please list all dates. Please note that events on weekdays (M-F) must end at 8:30 pm. Set up time AM / PM Time Event Begins AM / PM Clean up Time AM / PM Time Event Ends AM / PM Set up requirements: Are you requesting the parish staff set up the room? YES NO If yes please complete the Room Set-Up Diagram on Do you require janitorial help for clean up? YES NO reverse side. (if no, please leave the room clean and empty all trash) Office Use Only Approved by Entered in Calendar Fee collected Please put additional comments and complete Room Set-up Diagram on reverse side. Return completed Facilities Request form to Pastoral Center or to polly@stmaxchurch.org. Questions: Polly Toohey Ext
13 ST. MAXIMILIAN KOLBE CATHOLIC CHURCH 5801 Kanan Road, Westlake Village, CA Phone Fax Web ROOM SET-UP DIAGRAM FACILITIES REQUEST FORM Additional Comments: 11/24/14 12
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