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ST. FRANCIS XAVIER & ST. JOHN THE EVANGELIS TJOINT PROJECT

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OPERATIONS MANUAL

FINAL VERSION 01/30/2016

NOTE: This Manual is intended as a guide for the merged parishes of St. Francis Xavier and St. John the Evangelist Parishes in Stillwater, OK, as we bring our two parishes together. The Bishop of the Diocese has decided that the name of this combined parish will be St. Francis Xavier Parish. This document is the result of the hard work of many staff, committee, and Parish Council members, and there is no single author. These folks have provided much input and review of this material. A comment period, ending October 17, 2016, of more than a month was provided for parishioners to submit their comments and suggestions for changes. Changes received were incorporated into this version. While the parishioner comment period is now over, if parishioners find egregious errors or omissions, we can still consider them. Contact is: Larry Hoberock, Chair, SFX/SJE Jt. Operations and Administration Committee: [email protected].

mailto:[email protected]


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TABLE OF CONTENTS

Pages

PREFACE 3

STRATEGIC PLAN 4 - 6

ORGANIZATION CHART 7

STAFF JOB DESCRIPTIONS 8 - 48

CHARTERS FOR ADVISORY BOARDS 52 - 87


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PREFACE

The Strategic Plan of St. Francis Xavier Parish is structured upon the four pillars of Catholic Stewardship, namely “Formation”, “Hospitality”, “Prayer”, and “Service”. As indicated in the Plan, presented in the following section, the last objective under the pillar of “Service” is: “Ensure ministries, parish staff, and operations are ministering effectively to the varied needs of the parish, the wider community, and to the universal church.” The purpose of this manual is to provide the details on how we plan to achieve this objective, namely: (1) by employing an organization chart diagraming how the various units of the parish are to work together; (2) by listing the duties, responsibilities, and qualifications for those occupying key leadership positions in the parish (job descriptions); and (3) by listing the duties, organization details, member selection, terms of office, and meeting procedures for the various advisory boards working with key leaders (charters). It is beyond the scope of this manual to provide comprehensive procedures for everything that must be done to carry out the service objective state above, nor is it intended that this manual address all of the procedures necessary to meet the other stewardship pillar objectives in the Strategic Plan. Those details are left for others to address. However, we hope that the contents of this manual will provide sufficient guidance to begin operations of our new St. Francis Xavier Parish.

Joint Operations and Planning Group:

Cathy Albright Ed GallegosCindy Beckman Larry HoberockRichard Cronk Bobby Lauvetz

APPROVED

____________________________________ Date_____________________Fr. Ken Harder, JCL, PastorSt. Francis Xavier Parish


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STRATEGIC PLAN09/29/2015

Combined Mission, Goals, Objectives, Action Plans for St. Francis Xavier Parish

Mission

As stewards of God’s grace and disciples to whom He has entrusted a mission, St. Francis XavierCatholic Church seeks to spread the word of God and serve our community and the universalChurch through the Pillars of Parish Stewardship: Hospitality, Prayer, Formation, and Service.

Vision

Living the Pillars of Parish Stewardship, we see the face of Jesus Christ in one another throughour hospitality, we nourish souls through prayer and sacraments, we form good and faithfulstewards by discerning and sharing God’s gifts, and we meet the needs of others throughservice.We carry out our Mission through the Pillars of Parish Stewardship: Hospitality, Prayer,Formation, and Service:

Hospitality

Goal Parishioners are welcoming and foster a sense of belonging by sharing our faith through relationships Objectives Welcome fellow Catholics and all visitors to our parish family Provide a variety of Parish events for groups of all ages Provide clear, consistent, continual, and friendly communication regarding all activities Invite parishioners to meet, discuss, and grow in faith, fellowship, and service


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STRATEGIC PLAN (Cont’d 1)


Prayer

Goal In communion with God and one another, parishioners grow in holiness through prayer and sacraments

Objectives Enhance parishioner involvement in the full sacramental life of the Catholic church including and beyond Sunday Mass Promote prayer in the home and in daily life Provide liturgies and celebrations that enrich communal and personal worship

Formation

Goal Parishioners continually grow in our love of God through a commitment to learning, living, and experiencing the Catholic faith

Objectives Provide faith formation opportunities for people of all ages Promote an integrated approach to prayer, study, and service for parishioners Inspire others by living and sharing a witness to our Catholic faith


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STRATEGIC PLAN (Cont’d 2)


Service

Goal Parishioners model Christ’s giving of Himself by serving others through works of love and mercy

Objective Foster an atmosphere emphasizing our Christian responsibility of self-sacrifice and service to others Encourage every parishioner to discern and share his or her unique God-given gifts of time, talent, and treasure Practice and live the spiritual and corporal works of mercy Ensure ministries, parish staff, and operations are ministering effectively to the varied needs of the parish, the wider community, and to the universal church


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SFX PASTOR PARISH COUNCIL PARISH FINANCE COUNCIL

DEACONSASSIST & ASSOC. PASTORS

MANAGING DIR FORMATION & OPNS

STEWARDSHIP COMMITTEE

MINISTRIES

PRE SCHL DIRECTOR

RELIG. ED. DIRECTOR

YOUTH MIN. COORD.

STAFF STAFF STAFF

STAFF / STAFF

STAFF STAFF

SVC & ADV BD

SVC &ADV BD

SVC & ADV BD

BUS / OFF MANAGER

LEAD CUSTODIAN

MAINT & GRNDS DIR

BLACK LETTERS = VOLUNTEERWHITE LETTERS = PAIDPRIMARY REPTSECONDARY REPTADVISORY REPT

MUSICDIRECTOR

ASSOC. DIRS. & CHOIRS

STAFF STAFF

PARISHNURSE

NOTES: EX-OFFICIO SIGNIFIES NON-VOTING MEMBER.PASTOR, MG. DIR. FORMATIONS & OPNS, AND BUS/OFF MGR. ARE EX-OFFICIO ON PARISH COUNCIL & PARISH FINANCE COUNCIL

06/06/2016 PARISH ORGANIZATION CHART


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STAFF JOB DESCRIPTIONS

Page

Managing Director of Formation and Operations 9

Business and Office Manager 15

Administrative Assistant 20

Administrative Assistant – Web Design/Wedding Director 22

Volunteer Assistant – Hispanic 24

Director of Pre-School Program 25

Director of Religious Education 29

Youth Ministry Coordinator 33

Director of Music 37

Parish Nurse 39

Lead Custodian 41

Director of Maintenance and Grounds 48


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MANAGING DIRECTOR OF FORMATION AND OPERATION

JOB DESCRIPTION AND RESPONSIBILITIES

This job is the key position in the administration and operation of the parish. Serving under the Pastor, the Managing Director of Formation and Operation (DFO) is the chief steward of human, physical, and financial resources of the parish. This position is an essential part of the Parish Strategic Plan (September 29, 2015), which states in the “Service” pillar the objective: “Ensure ministries, parish staff, and operations are ministering effectively to the varied needs of the parish, the wider community, and to the universal church”. This is a full-time salaried position, with benefits.

QUALIFICATIONS

Preferred Qualifications are:•Have strong commitment to the mission of the Catholic Church and be in good standing and full communion with the Church.•Use professional and hospitable demeanor with all parishioners, visitors, vendors, contractors, and others.•Be able to work collaboratively in a team environment, and to handle multiple tasks at any time.•Be able to demonstrate good interpersonal skills.•Hold a bachelor’s degree from an accredited institution of higher learning.•Have experience in parish formation activities, either leading or participating.•Be proficient in use of computer software programs used in the parish office, principally word processing, spreadsheet, and presentation software.


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MANAGING DIRECTOR OF FORMATION AND OPERATION (CONT’D 1)

•Have at least 5 years of work experience involving the management of people and facilities.•Be able to maintain appropriate confidentiality in all parish and parishioner affairs.•Be proficient in the use of word processing and associated computer technology, currently MS Word, MS Excel, and MS Power Point. Candidates may be asked to take a proficiency test during an interview. •Be able to read, understand, speak and write effectively in the English language. A similar proficiency in the Spanish language would be beneficial, but not required.•Be able to deliver effective oral presentations to groups of parishioners and to other outside entities, where appropriate. Candidates may be asked to give an oral presentation during the interview.•Be able to represent the Church effectively to community and other appropriate groups.•In order to effectively monitor all operations of the church, be able to move unassisted about the entire church site, facilities, and buildings, and to lift and move unassisted burdens of up to 20 lbs., such as file boxes, small mechanical items, or other items necessary to perform the monitoring task.

RESPONSIBILITIES AND DUTIES

The DFO reports directly to the Pastor and receives direct reports from other parish entities as indicated on the attached Organization Chart. S/he is an ex-officio member of the Parish Council (PC) and Parish Finance Council (PFC). As such, s/he works with the Pastor, the Chairs of the PC and the PFC to set the agendas for meetings of these groups, and ensures that the members of these groups receive in timely fashion before meetings, the information from the rest of the parish units to inform them of parish activities being considered at said meetings.


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I. Formation and Stewardship Enhancement A. Establish a process to increase participation at all levels in appropriate formation activities, including adult formation. 1) Working with the Stewardship Committee, plan and implement a rich array of adult formation activities for parishioners, including: guest speakers retreats study groups charitable outreach activities mission activities (domestic and foreign) service activities 2) Coordinate, implement, and oversee action plans to gauge parishioners’ attitudes and suggestions; implement, and oversee plans to address these. 3) Oversee formation activities for children, youth, and young adults of the parish. B. Working with the Stewardship Committee, develop plans for increasing hospitality and ministry participation of parishioners. 1) Plan and implement a welcoming environment for both visitors and parishioners at church services and events. 2) Examine changing community demographics and how they affect the Parish; make and implement plans to address these changes. C. Hispanic Community Stewardship and Formation 1) Working with the Stewardship Committee and Hispanic Community leaders, plan and implement measures to bring about a more welcoming environment for Hispanic parishioners, including increasing contact between the English and Hispanic communities. (Consider measures such as English as a Second Language (ESL); special social events targeting Hispanic parishioners; special formation activities targeting Hispanic parishioners.) 2) Coordinate, implement, and oversee action plans to gauge Hispanic parishioners’ attitudes and suggestions; implement and oversee plans to address these.


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II. Management of Staff A. Manage staff to support parish needs while keeping pace with changing conditions. 1) Oversee all administration and operation functions, other than pastoral functions handled by clergy. 2) Implement training for staff, as deemed appropriate by the DFO. 3) Maintain staff to utilize the physical requirements of (demands on) the facilities. a)Oversee recruitment, hiring, training, direction, development, rewarding, and dismissal of staff. b)Oversee creation and distribution of a Handbook of Staff Duties and Procedures. 4) Conduct periodic assessment and evaluations of staff. a) Implement financial/salary adjustments and negotiations. b) Establish time table/schedule for these, as appropriate. B. Serve as the Chief Safety and Security Officer of the facility and those using the facility. 1) Establish system for maintaining keys and/or access codes to various parts of the facility, and for checking out keys, as appropriate. Delegate implementation to appropriate staff, if desired. 2) Establish manual of safety and security procedures for use of facilities. 3) Oversee observance of established policies and procedures.

III. Management of Grounds, Buildings, and Facilities A. Assess, evaluate, and oversee the utilization of land and facilities in relation to current and future parish needs. 1) Grounds a) Implement and oversee upkeep, maintenance, and utilization b) Contract with and oversee outside contractors, as appropriate. c) Recruit and oversee volunteers, as appropriate. d) Plan for future use. 2) Building(s) a) Supervise maintenance, repair, and custodial functions. b) Assess utilization of, and make changes, as appropriate c) Plan for future use. 3) Equipment, both exterior and interior.


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a) Assess needs and make purchases, as needed and within budget, for upkeep and repair. b) Oversee use of all equipment. c) Assess, evaluate, and oversee the utilization of land and facilities in relation to current and future parish needs. B. Serve as Information, Technology, and Communication Officer for the parish. 1) Oversee the creation, maintenance, and updates of parish website and parish social media sites. 2) Oversee outside contractors, including those responding to technology needs of the parish, such as computer hardware and software systems and networks, audio/visual systems, HVAC, fire safety, security, electrical systems, mechanical systems, and plumbing, C. Oversee the use of facilities, including daily, weekly, and special events (weddings, funerals, receptions, etc..) 1) create and distribute a Handbook of Facilities-Use Policies for parish members and non-members. D. Oversee move of parishioners and equipment into new 41,200 sq. ft. facility at 711 N. Country Club Road (Country Club Rd. and McElroy Rd.) and start-up of new facility. IV. Oversight of Income, Expense, & Budgeting and Financial Planning A. Work with Business/Office Manager to oversee all financial matters of the parish, including monitoring income and expenses. B. Countersign with Parish Business/Office Manager all checks drawn on parish accounts. C. Work with Business/Office Manager to establish annual budget for the parish operations. D. Monitor expenses and income against annual budget, and authorize changes where appropriate. E. Establish a process to increase contributions and other funding sources in order to maintain the immediate and long term financial requirements of the Parish. 1) Prepare an annual “State of the Parish” report, including a summary of the finances of the Parish. 2) Improve the transparency of parish finances. 3) Work with the Parish Finance Committee to generate plans to secure capital, incur debt, or locate alternate resource funding for facility/parish needs.


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V. Ensure Effective Parish Communications A. Communicate with Advisory Committees 1) Develop and coordinate volunteer and committee leadership training and succession provisions. 2) Improve communication on parish needs and activities. 3) Convene periodic reviews of Parish Strategic Plan and implement identified changes. B. Oversee the generation of regular committee reports/minutes of meetings 1) Establish common prescribed written format, with due dates. 2) Make these reports available to the Parish, publicly where appropriate and otherwise on a need to know basis. C. Publish Monthly Newsletter 1) Improve communication of Parish news, events, needs, and funding, using existing monthly, The Stillwater Catholic, and/or alternate means as the DFO deems appropriate.

SALARY AND BENEFITS

The DFO will be paid an annual salary commensurate with professional experience and/or educational background. Health care, retirement, life insurance, disability, vacation, and sick leave will be provided in accord with the Diocese of Tulsa and the Parish of St. Francis Xavier policies and recommendations. APPROVED: _____________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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BUSINESS / OFFICE MANAGER


This job is a key position in the administration and financial management of the parish, consisting of managing the day-to-day business affairs of the parish and managing the administrative staff of the parish office. This office is the “front face” of the parish, and must present a professional and hospitable demeanor to all those who interact with its staff. This is a full time, salaried position, with benefits. It reports directly to the Managing Director of Formation and Operation (DFO), but has a secondary reporting line to the Pastor of the parish.

QUALIFICATIONS

Preferred qualifications are:

•Have strong commitment to the mission of the Catholic Church and be a practicing Catholic in good standing and full communion with the Church.•Use professional and hospitable demeanor to build meaningful relationships with parishioners, parents and guardians, parish youth, visitors and others.•Be able to maintain appropriate confidentiality in all parish and parishioner affairs.•Work collaboratively in a team environment and handle multiple tasks at any time in a highly organized manner.•Hold a college degree in a relevant discipline.•Have at least five years of relevant experience, demonstrating high productivity and good interpersonal and administrative skills; such experience should include the ability to recruit, train, supervise, and evaluate appropriate office staff.•Have excellent English communication skills, both oral and written.•Be proficient in the use of computer and technology skills, including, but not limited to, word processing, spreadsheet, and presentation software programs used in the parish office.


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BUSINESS / OFFICE MANAGER (CONT’D 1)

RESPONSIBILITES AND DUTIES I. Parish Office Administration and Communication A. Establish and maintain parish office layout, equipment, and facilities, recruit and supervise office staff, and assure efficient communication. 1) Recruit, recommend hiring, train, develop, evaluate, supervise, and recommend (where appropriate) dismissal of office staff members; the goal is to support parish needs while keeping pace with changing conditions. 2) Provide and maintain an open and hospitable office atmosphere. 3) create and distribute a manual of office staff duties and procedures. 4) Organize and operate periodic (at least monthly) office staff meetings to discuss past office performance, as well as plan for upcoming events. 5) Set work schedules of staff and time tables for completion of tasks, as appropriate. 6) Conduct periodic assessment (at least annually) and evaluations of staff. Recommend salary adjustments as requested by DFO. 7) Recommend to DFO changes to facility use policies, especially those issues dealing with safety and security. 8) Check and respond to messages at least daily. Assure prompt, informative, and courteous response of office staff to all messages. 9) Coordinate and schedule use of facilities for appropriate parish entities.

B. Record and file maintenance. 1) Manage and maintain parish records, including but not limited to sacramental records, parish database, and other parish files. Train and oversee staff in procedures regarding parish financial software. 2) Archive records and document management – develop a shared cloud-based document storage and sharing system.to maintain documents for parish operations and parish ministries. Replace paper files with scanned documents for electronic storage. Implement appropriate backup measures for all electronic documents.


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C. Order all seasonal literature for parishioners, including but not limited to: weekly bulletin inserts, liturgical and devotional booklets, and appropriate pamphlets. D. Provide monthly parishioner information database updates for newsletter and other parish mailings. E. Coordinate and process all pledges to parish financial campaigns. Initiate and process thank-you and acknowledgement letters for gifts of funds, appropriate services, and gifts in-kind. Process, acknowledge, and file all testamentary gifts. F. Serve as ex-officio member of the Parish Council and Parish Finance Council, and attend various meetings as appropriate or as requested by the DFO. G. Maintain an electronic parish calendar, accessible to all parishioners, for all parish activities. Schedule facility usage accordingly for all church facilities. Notify and communicate with various entities and ministries to accommodate special events, including coordinating set-up and clean-up. H. Respond to other requests from Pastor and DFO appropriate to this position.

II. Parish Financial Management

A. Oversee processing and distribution of all parish funds, assure proper recording to individual accounts, and maintain a check and balance system to eliminate errors. Provide annual tax statements to all contributors. Prepare and mail year-end letter to accompany tax statements. Correct irregularities. B. Monitor expenditures in keeping with parish budget. Reconcile all invoices from ministry leaders and other parish entities with vendor statements. Code and process all invoices/statements using parish accounting software program. Reconcile all bank statements monthly. Maintain all investment records and reports. Electronically or in print, forward required reports to ministry leaders, Parish Council, Parish Finance Council, DFO, and other appropriate entities. Prepare financial records and attend Parish Finance Council meetings. C. Organize and prepare invoices to St. John the Evangelist Parish in Stillwater outlining monthly shared expenses.


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D. Approximately 3 months before the end of the fiscal year (July 1 through June 31), prepare budget packets for ministry leaders to plan for upcoming fiscal year, and submit to DFO for preliminary approval. Follow up with ministry leaders for presentation to DFO, Pastor, and Parish Finance Council for final approval. E. Close fiscal year (July 1 through June 30) and prepare annual Cathedraticum report for the Diocese of Tulsa (Annual Financial Statement). Submit to DFO and Pastor for approval before sending to diocese. Reconcile any discrepancies. F. Set up pre-school students/parents for processing in accounts receivable in ACS software. Prepare and distribute preschool statements monthly and process tuition payments. Communicate at least weekly with DFO on Pre-school program issues. Provide annual tax statements to pre-school participants. G. Payroll – Maintain employee personnel files according to Diocesan Guidelines. Prepare, distribute, and file necessary W-4 and I-9 forms for each employee. Process employee payroll through the online vendor “Paycom”, or whatever replacement is authorized by the DFO. Prepare data entry for general ledger posting. Process any manual checks as needed. Annually process any additional payroll as directed by DFO. Perform annual review and audit of W-2 and 1099 forms for accuracy. H. Special and Capital Campaigns: Monitor all pledge balances and send reminders as needed. Process all campaign contributions and oversee postings according to set procedures. Maintain all records for the special or capital campaign. Manage or request transfer of funds to cover necessary disbursements. Provide a monthly financial report to key campaign members, DFO, and Pastor. Update pledge projections monthly for cash flow analysis. I. Prepare Form 1099’s for vendors. File with IRS as required. J. Handle other financial matters of the parish as directed by the DFO.

III. Personnel/Volunteer Administration

A. Set up and maintain all personnel and appropriate “covered” volunteer files. Assure all files include proper documentation as required by the Diocese of Tulsa, including background screening and Virtus compliance. Maintain a master list of “covered” employees and volunteers. Maintain files current within the diocesan requirements, including follow-up with ministry leaders and other appropriate entities to maintain accuracy.


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B. Perform annual audit in the June/July time frame for the Diocese on employee and volunteer background checks and screening process. C. Set up new employee files in compliance with IRS regulations. Set up payroll. Send out reference forms. Perform other screening as directed by the DFO. D. Adhere to personnel requirements as per the Diocesan Flex Program and insurance open enrollment. Follow up as may be required.

IV. Facility Management

A. Facility management is the responsibility of the DFO. However, the DFO may delegate certain duties to the Business/Office Manager, such as maintaining all keys and other security items for various portions of the facility. V.Annual and Special Event Services

A.Guide Book Directory – Oversee annual publication and 4-5 year pictorial version to update parish records and information. Coordinate timeline and database information with others as appropriate to meet publication deadlines; solicit volunteers and coordinate photographer schedule with parishioner sign-up for 4 – 5 year pictorial version. Work with photographers to secure equipment and facility. Coordinate with ministries to obtain photos that covey ministry story. Proof read and correct errors to meet submission deadlines. Provide and assist advertising representative to identify potential vendors to sell advertisements to offset printing and mailing of Directory to all registered parish families.B. Support parish volunteers in holding annual Christmas Bazaar and other special events, as directed by the DFO.C.Process all sales/gifts received from such affairs, and provide financial reports to DFO and Pastor within 45 days of conclusion of such events.APPROVED: _____________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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ADMINISTRATIVE ASSISTANT


This is a part-time paid position responsible for providing a variety of administrative and secretarial support for the Parish Business Office. It reports directly to the Business/Office Manager. QUALIFICATIONS

Preferred qualifications are:•Have a strong commitment to the mission of the Catholic Church and be in good standing and full communion with the Church.•Present a professional and hospitable demeanor to all parishioners and visitors to our parish office.•Ability to work collaboratively in a team environment, and to handle multiple tasks at any given time. •Have at least two years of college in a relevant discipline or equivalent work experience. •Be able to maintain appropriate confidentiality in all parish and parishioner affairs.•Be proficient in computer software programs for word processing, spreadsheet, and presentation used in the parish office. RESPONSIBILITES AND DUTIES A. Receive and handle in a professional manner all incoming calls, and visitors; screen and handle requests for information, especially those in need of social agencies or Mother Teresa Ministry as appropriate. B. Check and respond to messages at least daily. Prompt and courteous response to all inquiries is required. Referral to Pastor, Deacon, Business Manager or Director of Formation and Operation (DFO) as appropriate. C. Prepare the weekly parish bulletin, bulletin inserts and other special forms for distribution. D. Weekly Readings/Commentary by Pastor: Prepare, edit and distribute weekly. E. Prepare the weekly Mass announcements, Liturgical Minister’s sign–in sheet, and Mass Intentions as needed. F. Record all sacraments and funerals as required by church law in the appropriate parish registry. G. Record all sacraments and funerals in Pastor’s personal registry, if available. H. Process all weekend contributions with a volunteer assistant in accordance with written cash management procedures. Prepare deposit recap sheet, and bank deposit for review by business manager.


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ADMINISTRATIVE ASSISTANT (CONT’D)

I. Maintain the Parish Database System (ACS) making changes, additions, and deletions as needed. J. Post-weekly Church contributions and Capital Campaign contributions to individual parishioners’ records through our parish software program-ACS. K. Maintain an inventory of office supplies and reorder as needed. L. Maintain the prescribed filing system in parish office. Scan appropriate files for archive storage, or shared documents. M. Under the direction of the Business/Office Manager, maintain and organize the church narthex in order to have timely literature/signage. N. Perform other duties as assigned by the Business/Office Manager.

APPROVED:

_____________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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ADMINISTRATIVE ASSISTANT – WEB DESIGN/WEDDING COORDINATOR

JOB DESCRIPTION AND RESPONSIBILITIESThis is a part time paid position responsible for providing a variety of administrative and secretarial support in addition to maintaining church website for the Parish Business Office. It reports directly to the Business/Office Manager. QUALIFICATIONS

Preferred qualifications are:•Have a strong commitment to the mission of the Catholic Church and be in good standing and full communion with the Church.•Present a professional and hospitable demeanor to all parishioners and visitors to our parish office.•Be able to work collaboratively in a team environment, and to handle multiple tasks at any given time. •Have appropriate college degree in a relevant discipline or equivalent work experience. •Be able to maintain appropriate confidentiality in all parish and parishioner affairs.•Be proficient in website design and technology, together with proficiency in computer software programs for word processing, spreadsheet, and presentation used in the parish office. RESPONSIBILITIES AND DUTIESI. General A. Receive and handle in a professional manner all incoming calls, and visitors; screen and handle requests for information. B. Respond in prompt and courteous manner to all inquiries; referral to Pastor, Deacon, Business/Office Manager or Managing Director of Formation and Operation (DFO) as appropriate. C. Responsible for printing all sacramental certificates as needed. D. Prepare and distribute “Newcomer’s Welcome Packet”. Send e-mail to DFO, Business Manager and Clergy of all newly registered parishioners. E. Follow the prescribed filing system in Parish Office. Scan appropriate files for archive storage. F. Assist Business Manager in creating a Policy and Procedure manual, and shared document storage for Parish Office and staff. G. Perform other duties as assigned.


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ADMINISTRATIVE ASSISTANT – WEB DESIGN/WEDDING Director (CONT’D)

II. Web Design/Social Media: A. Create and maintain the parish website to reflect the mission of the parish. B. Respond to e-mails through the website or redirect to appropriate clergy or staff. C. Update changes and postings in a timely manner. D. Maintain online calendar of events and activities for the parish. E. Promote various activities and events of the parish, i.e. Thanksgiving dinner, VBS, Totus Tuus, Christmas Bazaar, Stewardship Fair, etc.. F. Train and support church personnel in updating their various ministry information on the Church’s website. III. Special Projects: A. Lenten Dinners: Organize and promote Friday Lenten dinners. B. Guidebook: Design cover and update introductory parish information. C. Summer Parish Activity: Organize and promote summer activity (Pool Party). D. Prayer Quilts: Prepare cards/notifications for prayer quilts and ensure they are made and delivered. E. Children’s Christmas Pageant: Assist the Religious Education Director with the annual Christmas Pageant. IV. Wedding Director: A. Pre-Cana Support: Data entry of FOCUS Inventory. Prepare Pre-Cana attendance letter for couple. B. Oversee all documentation required for a Catholic wedding under church law. Schedule wedding on church calendar. Mail required contract and parish information to couple. Communicate and assist couple with any questions regarding wedding ceremony or requirements. C. Record weddings in appropriate parish registry. Notify appropriate church of baptism and marriage. Prepare sacramental certificate for couple. Order and prepare Wedding Bible as a gift from the parish. D. Oversee Wedding rehearsal. Prepare altar for wedding and restore to original format after wedding.

APPROVED: _____________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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VOLUNTEER ASSISTANT – HISPANIC


This is a part-time volunteer position responsible primarily for translating from English to Spanish a variety of documents for the parish. This position reports directly to the Business/Office Manager. QUALIFICATIONS

Preferred qualifications are:•Have a strong commitment to the mission of the Catholic Church and be in good standing and full communion with the Church.•Be proficient in reading, oral communication, and writing in both English and Spanish Languages.•Present a professional and hospitable demeanor to all parishioners and visitors to our parish office.•Have ability to work collaboratively in a team environment and to handle multiple tasks at any given time. •Have ability to maintain confidentiality.•Be proficient in computer software programs for word processing, spreadsheet, and presentation used in the parish office. RESPONSIBILITIES AND DUTIES A. Translate and prepare weekly bulletin for publication. B. Translate and prepare monthly newsletter for publication. C. Translate and prepare parish documents as needed. D. Translate any correspondence received for further processing. E. Perform other duties as assigned.

APPROVED: _________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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DIRECTOR OF PRE-SCHOOL PROGRAMS


The Director of Pre-School Programs (DPS) is responsible for the administration of the parish Catholic preschool program and supervising pre-school staff members and volunteers. The DPS provides the appropriate learning atmosphere and activities designed to maximize student competencies and skills for intellectual, emotional, physical, social and spiritual growth toward a successful future. The DPS is responsible for insuring that all appropriate regulations are followed and the curriculum and environment are developmentally appropriate and safe for preschool-age children. This is a part-time salaried position that reports directly to the Managing Director of Formation and Operation (DFO), who is the Executive Director of the Preschool. QUALIFICATIONS

Preferred qualifications are:•Be a member in good standing of a Catholic parish and be in full communion with and knowledgeable of the basic teachings of the Catholic Church•Have a commitment to the mission of the Parish, and the parish’s education ministry•Use professional and hospitable demeanor with all parishioners, visitors, vendors, contractors, and others.•Be able to work collaboratively in a team environment, and to handle multiple tasks at any time.•Be able to demonstrate good interpersonal skills.•Hold an associate’s degree of higher in child development education, early childhood education or related field•Have a minimum of 3 years of successful work experience in a preschool setting and one year in an advisory setting•Have demonstrated competence in budgeting, supervision, evaluation, and communication in an organization other than family.•Pass a background check•Be able to maintain appropriate confidentiality in all parish and parishioner affairs.


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DIRECTOR OF PRE-SCHOOL PROGRAMS (CONT’D 1)

•Be proficient in the use of computer software programs for word processing, spreadsheet, and presentation being used in the parish office. •Be able to read, understand, speak and write effectively in the English language. A similar proficiency in the Spanish language would be beneficial, but not required.•Be able to represent the Church effectively to community and other appropriate groups.


I. Preschool Program Administration A. Be knowledgeable of, support, and adhere to all policies and procedures of the Pre-school and Diocese. B. Ensure that the program meets requirements for receiving and retaining necessary and appropriate state and Diocesan compliance and certification. C. Maintain Parent Handbook and educate staff and parents regarding contents. D. Maintain confidentiality regarding school matters. E. Maintain current and accurate student records, including but not limited to enrollment, immunization, emergency contact, medication and attendance. F. Work in collaboration with Business/Office Manager and parish staff on parish bulletin and website communication, and attend parish staff meetings. G. Manage costs to operate within Pre-school annual budget approved by the DFO. II. Personnel Management A. Responsible for recruitment, hiring, training, evaluation and necessary termination of all paid employees and volunteers. B. Plan and conduct pre-service, in-service and ongoing training of staff and volunteers. C. Maintain Employee Handbook. D. Hold regularly-scheduled Pre-school staff meetings.


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DIRECTOR OF PRE-SCHOOL PROGRAMS (CONT’D 2)

E. Maintain current and accurate staff records, including but not limited to certifications, attendance, sick/personal/payroll, FBI/LRO, and professional development. Maintain employee personnel files in a locked cabinet in the preschool office; files need to be available when DHS representative visits. Parish Office also maintain a personnel file because of Diocesan requirements. F. Ensure compliance with Diocesan Safe Environment Policy. III. Assures Quality Educational Program A. Develop an annual plan for the preschool, including preparation of curriculum, schedules and budget. B. Maintain a safe, functional and child-entered learning environment with developmentally appropriate materials. C. Establish a respectful, caring and supportive learning environment. D. Choose and use appropriate materials and resources for students to engage in learning. E. Practice positive, consistent discipline. F. Responsible for planning and presentation of preschool tours, orientation and evaluation of potential families, and assists in the marketing, fundraising and recruitment efforts to achieve and maintain full enrollment capacity. G. Communicate with and contact parents on a regular basis. H. Be present in the building to greet children before and after classes begin according to school policy, and find a substitute when absent. I. Demonstrate professionalism in dress and hygiene. By regular attendance, honoring schedules and deadlines, and organizing work, conduct school business in an effective and efficient manner. IV. Facilities Management A. Coordinates with Custodial staff for classroom set-up and cleanliness requirements after weekend religious education program. B. Coordinates with Maintenance and Grounds personnel to ensure a safe learning and play environment; implement daily inspection of playground. C. Oversee purchasing of all supplies and equipment for preschool.


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DIRECTOR OF PRE-SCHOOL PROGARMS (CONT’D 3)

D. Schedule alternate facilities for special events (dinners, Church services, etc..). E. Maintain appropriate first-aid / medical equipment for students. F. Develop and implement emergency procedures, including fire drills, tornado drills, evacuations, etc.. G. Schedule regular inspections as required by the state, including fire marshal inspections, carbon dioxide checks and hazardous equipment storage.

V. Serve as Ex-officio member of the Service and Advisory Board for Pre-School Programs A. Meet with the Chair of the Board well in advance of any Board meeting to set the agenda for the meeting. B. Provide the Board in timely manner in advance the necessary materials to facilitate the meeting agenda. C. Attend all Board meetings. D. Annually, provide the Board and the DFO with a written report on program activities. This report will include action taken on recommendations provided by the Board during the previous year, including reasons why some recommendations were not accepted by the DRE.

VI. Other Relevant Duties as Assigned by DFO

APPROVED:

_______________________________________ Date ___________________ Fr. Ken Harder, JCL, Pastor


05/06/23 29

DIRECTOR OF RELIGIOUS EDUATION: PRE-K – 5TH GRADE


The Director of Religious Education Pre-K-5 th Grade (DRE) oversees the coordination of the PRE-K – 5 Religious Education Program. The DRE implements faith formation activities for these grades, including catechism, service and social projects, retreats and other sacramental preparation activities. This position is a part-time position and reports directly to the Managing Director of Formation and Operation (DFO), with ultimate responsibility to the pastor. It requires a mature, professional, responsible, and committed individual with excellent oral and written communication skills, organizational, administrative, managerial, and interpersonal skills. The DRE serves as ex-officio member of the Service and Advisory Board for Religious Education PRE-K –5 th Grade.

QUALIFICATIONS

Preferred qualifications are:•Have strong commitment to the mission of the Catholic Church and be a practicing Catholic in good standing and full communion with the Church.•Use professional and hospitable demeanor to build meaningful relationships with parishioners, parents and guardians, parish youth, visitors and others.•Work collaboratively in a team environment and handle multiple tasks at any time in a highly organized manner.•Have at least 3 years of experience as a parish catechist working with youth and have a working knowledge of Church teaching and sacramental theology.•Hold a bachelor’s degree in theology or child-related field or commensurate amount of experience working with children and parents.•Have a commitment to parish ministry and the ability to represent and give witness to the Catholic faith.•Have excellent communication skills, both oral and written, with equal emphasis on being able to minister to the youth of the parish and effectively organize and communicate plans and schedules to their parents or guardians.


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DIRECTOR OF RELIGIOUS EDUCATION: PRE-K – 5TH GRADE (CONT’D 1)

•Be willing to participate as a team member and have the ability to work with the parish staff, to recruit, train, and assemble a volunteer team of parishioners to assist in religious education.•Be proficient in the use of computer and technology skills, including, but not limited to, word processing, spreadsheet, presentation, and social media programs used by the parish office.


I. Manage Religious Education Programs: A. Create student record and master contact list. B. Manage enrollment process. C. Provide student sign-in and attendance sheets. D. Maintain sacramental records. E. Recruit catechists and assistants for all classes. F. Coordinate catechist training. G. Select and implement program curriculum and supplements. H. Manage program within budget approved by the DFO. I. Recruit and coordinate volunteers to complete the Diocesan Covered Volunteer Requirements. J. Coordinate Virtus registration and training for volunteers, parents, and students. K. Implement the Diocesan Safe Environment Program for Students. L. Provide Annual Data from the Religious Education Program for the following annual reports: 1) Parish Safe Environment Report & Virtus Touching Safety Program (due May 31 st). 2) Annual Parish Catechetical Profile (due June 30).

II.Communicate activities of the program to parents and parish: A. Develop yearly program calendar. B. Prepare bulletin announcements for weekly bulletin and parish website. C. Work in collaboration with the parish staff. D. Attend parish staff meetings.


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A. E-mail parents, catechists, and appropriate others with appropriate RE program reminders, including activities, duties, and deadlines.

III. Communicate special programs related to religious education, including: A. Catechist Sunday B. Advent Service Project C. Christmas Pageants at each Parish D. Lenten Service Project E. 3rd-5th grade Retreat F. May Crowning Celebration G. Other special programs and/or projects as needed

IV. Preparation and implementation A. Select curriculum and maintain records according to DFO-approved system. B. Coordinate First Reconciliation and First Communion retreats. C. Coordinate parent and child meetings and provide information regarding sacraments. D. Coordinate First Reconciliation practice and all aspects of celebration (prayer service, certificates, gifts, reception, music, etc..). E. Coordinate First Communion practice and all aspects of celebration (Communion Masses, receptions, photography, certificates, gifts, etc..). F. Provide sacramental information to parish offices for permanent records. Coordinate Vacation Bible School A. Select program curriculum. B. Recruit and train volunteers. C. Manage VBS enrollment. D. Coordinate decoration, set-up and clean-up.


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E. Obtain and store supplies for all activities. F. Design and order participant t-shirts. VI. Manages facilities occupied by program A. Coordinate with custodial staff for classroom set-up for religious education classes, activities, meetings, and resetting classrooms for weekly preschool program. B. Manage classroom supplies. C. Monitor RE area during religious education classes. D. Maintain RE bulletin boards.

VII. Serve as Ex-officio member of the Service and Advisory Board for Religious Education, PRE-K – 5th Grade A. Meet with the Chair of the Board well in advance of any Board meeting to set the agenda for the meeting. B. Provide the Board in timely manner in advance the necessary materials to facilitate the meeting agenda. C. Attend all Board meetings. D. Annually, provide the Board and the DFO with a written report on program activities. This report will include action taken on recommendations provided by the Board during the previous year, including reasons why some recommendations were not accepted by the DRE.

VIII. Other duties as requested or assigned by the DFO. APPROVED:

_______________________________________ Date ___________________ Fr. Ken Harder, JCL, Pastor


05/06/23 33

YOUTH MINISTRY COORDINATOR


The Coordinator of Youth Ministry (CYM) of St. Francis Xavier Catholic Church coordinates comprehensive Youth Ministry programs for those parishioners who are in grades 6 through 12. The CYM works in collaboration with the parish staff, and reports to the Managing Director of Formation and Operations (DFO), with ultimate responsibility to the Pastor. This is a full-time salaried position, with benefits. In addition, the CYM serves as ex-officio member of the Youth Advisory Board. The goals of Youth Ministry are as follows: (per Renewing the Vision, 1997) •Empower young people to live as disciples of Jesus Christ in our world today. •Draw young people to develop and maintain a responsible participation in the life, mission, and work of the Catholic faith community. •Foster the total personal and spiritual growth of each young person. QUALIFICATIONS Preferred qualifications are: •Have strong commitment to the mission of the Catholic Church and be in full communion with the Church.•Use professional and hospitable demeanor to build meaningful relationships with parishioners, parents and guardians, parish youth, visitors and others.•Work collaboratively in a team environment and handle multiple tasks at any time in a highly organized manner.•Hold a bachelor’s degree, with preferred areas of study including, but not limited to, religious education, theology, or a related field.


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YOUTH MINISTRY COORDINATOR (CONT’D 1)

•Have some formal training in youth ministry and experience in working with youth in a parish setting.•Be knowledgeable of parish ministry and have the ability to represent and give witness to the Catholic faith.•Have excellent communication skills, both oral and written, with equal emphasis on being able to minister to the youth of the parish, and effectively organize and communicate plans and schedules to their parents or guardians. •Be willing to participate as a team member and have the ability to work with the parish staff, to recruit, train, and assemble a volunteer team of parishioners to assist in the Youth Ministry.•Be proficient in the use of computer and technology skills, including, but not limited to, relevant word processing, spreadsheet, presentation, and social media programs used in the parish office. RESPONSIBILITIES AND DUTIES I. General The Coordinator of Youth Ministry will: A. Encourage adults in the parish to recognize their role as disciple-makers of others, specifically young people, through frequent communication and training opportunities. B. Encourage young people to answer their call to holiness and discipleship in living for Jesus Christ. C. Handle confidential or sensitive information in an appropriate manner. D. In consultation with the Pastor and the Diocese, coordinate and implement a program that provides social, catechetical, spiritual, and service opportunities for students in grades 6 through 12. E. Work with the Director of Religious Education and other related parish youth services to conduct less-formal activities and/or experiences that supplement the formal religious education program for students in grades 6 through 12. F. Recognize that effective youth ministry involves “family ministry” and implement creative methods of incorporating the youth of the parish and their families into all aspects and programs of the parish. G. Work with parents to assist them in their role of forming their children in the faith.


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H. Develop long-term and short-term calendars to effectively communicate activities in the youth program to students and parents. I. With the approval of the DFO, use appropriate opportunities for job and skills improvement, including attending conferences and other occasions for continuing education. J. Coordinate sacramental preparation for confirmation for 11 th grade students. K. Regularly attend the diocesan youth meetings. II. Parish Relationships The Coordinator of Youth Ministry will: A. Participate, as a member of the parish staff, in regularly scheduled staff meetings, Parish Council meetings as necessary, Youth Advisory Board meetings, all “youth ministry” activities of the parish, and other meetings as directed by the DFO. B. Act as the official liaison between the parish and the Office of Youth, Young Adult, and Campus Ministry for the Diocese of Tulsa. The CYM is responsible for following the policies of the Diocese in reference to youth ministry activities, and makes diocesan youth programs available to the parish. The CYM also works closely with the other youth ministers at parishes throughout the diocese. C. Keep parents informed about parish, diocesan, and national youth activities. Consistent, regular communication through e-mail, phone, and other relevant social media applications will be expected. D. As Ex-officio member of the Youth Advisory Board, the CYM will: 1) Attend all Youth Advisory Board meetings. 2) Meet with the Chair of the Youth Advisory Board well in advance of any Board meeting to cooperatively set the agenda for the upcoming meeting. 3) In timely fashion ahead of any Board meeting, provide the Board the necessary materials to facilitate the meeting agenda. 4) Annually, provide the Board with a written and oral report on program activities during the previous year. This report will include action taken on recommendations provided by the Board during the previous year, including reasons why some recommendations were not accepted by the CYM.


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III. Weekly Expectations The Coordinator of Youth Ministry will: A. Maintain regular office hours, and meet weekly with Jr. High and High School Youth. B. Maintain a written log of hours worked. C. Work extra time due to events that require more than regular time during the week or on the weekends. In compensation, the CYM may take that many hours off the following week, with the approval of the DFO. D. Be in the CYM office during normal office hours for at least one day per week, excepting vacation time approved in advance by the DFO. SALARY AND BENEFITS The CYM will be paid a salary commensurate with professional experience and/or educational backgroundHealth care, retirement, life insurance, disability, vacation, and sick leave are provided in accord with the Diocese of Tulsa employee benefits and Parish policies. APPROVED:

_________________________________________ DATE: _____________________Kenneth J. Harder, JCL, Pastor


05/06/23 37

DIRECTOR OF MUSIC


The Music Director (MD) supervises the music program of St. Francis Xavier Catholic Church, and is responsible for implementing and cultivating a program that fosters excellence in the Church’s tradition of sacred music, particularly including liturgical celebrations. This is a part-time paid position that directly reports to the Managing Director of Formation and Operation (DFO), with secondary reporting to the Pastor. The MD should foster a collaborative spirit in music ministry, seeking to utilize her/his talents and the talents of others to offer the best possible experience of worship. To this end, the MD should support the efforts of all those involved in music ministry, including the Youth Choir and Spanish Choir.

QUALIFICATIONS

Preferred qualifications are:•Proficiency in keyboard accompaniment, preferably both piano and organ.•Sound knowledge of Catholic liturgy and tradition of sacred music.•Demonstrated ability to lead cantors, choirs, and instrumentalists and work collaboratively with others involved in the planning and celebration of the sacred liturgy.

RESPONSIBILITIES AND DUTIESI. Regular Choirs A. Prepare music appropriate to the Church’s liturgical celebrations, including Sunday Masses, Holy Days of Obligation, weddings, funerals, and other worship services as needed. B. Communicate with those involved in music ministry, whether paid staff or volunteers. C. Determine the rotation of accompanists, cantors, etc.. as needs of the parish demand. D. Organize and attend rehearsals, as needed, with accompanists, cantors, instrumentalists, and choir members.


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DIRECTOR OF MUSIC (CONT’D)

E. Review, select, and order music for parish celebrations. This will include preparation of materials for those involved in the parish music ministry. F. Direct choirs, cantors, and musicians in liturgical celebrations. G. Recruit and approve appropriate persons as instrumentalists, choir members, Associate Directors, and vocalists. H. Coordinate with and support the Spanish Choir and the Youth Choir and their Associate Directors. I. As the principal music minister of the parish, the Music Director has the right of first right of refusal for all weddings, funerals, and other special occasions. Musicians and cantors from outside the parish may be brought in with the consent of the Music Director.

II. Associate Music Directors A. There will be a Youth Choir Associate Director (YCAD) responsible for coordinating the music activities of the parish youth, reporting to the MD. This may be either a part-time paid or volunteer position. B. There will be a Spanish Choir Associate Director (SCAD) responsible for coordinating the music activities of the Latino community, reporting to the MD. This may be either a part-time paid or a volunteer position. C. With the approval of the DFO, the Music Director may appoint other Associate Music Directors, reporting to her/him as s/he deems appropriate. Some of these may be part-time paid and some may be volunteers.

APPROVED:



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PARISH NURSEHEALTH AND WELLNESS MINISTRY


The Health and Wellness Ministry is facilitated by the Parish Nurse to promote health and wholeness of body, mind and soul within our parish community. This position is a part-time (approximately 30 hrs. per month) salaried position and reports directly to the Managing Director of Formation and Operation (DFO). QUALIFICATIONS: Preferred qualifications are: •Have strong commitment to the mission of the Catholic Church and be a practicing Catholic in good standing and full communion with the Church.•Use professional and hospitable demeanor to build meaningful relationships with parishioners, parents and guardians, parish youth, visitors and others.•Be a Registered Nurse. •Hold membership in the Faith Community Nurses Association•Completion of a Faith Community Nurse Foundation Course, or be willing to complete said course.•Be able to work collaboratively in a team environment, and to handle multiple tasks at any given time. •Be able to maintain appropriate confidentiality.•Have excellent English communication skills, both oral and written.•Be proficient in the use of computer and technology skills, including, but not limited to, relevant word processing, spreadsheet, and presentation software programs used in the parish office (currently Microsoft Office). RESPONSIBILITIES AND DUTIES I. Health and Wellness Ministry A. Invite medical and health professionals within our parish to participate in a variety of programs and activities to promote health and wellness in the parish.


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PARISH NURSE (CONT’D)

B. Organize and hold quarterly meeting to plan and organize activities within our parish. II. Health and Wellness Programs and Activities A. Provide consultation by phone or in home, office and nursing home visits. All information includes documentation in the Electronic Health Record. B. Provide monthly blood pressure readings at masses at St. Francis Xavier and St. John. Record results in the Electronic Health Record system. C. Provide weekly health and wellness bulletin information. D. Post “Back Door” Health Information in church’s restrooms monthly. E. Mail a series of four bereavement cards to those who have lost a loved one. F. Organize and facilitate the annual Bereavement Mass, and the annual Pregnancy and Early Infant Loss Mass. G. Participate and organize flu shots at the annual Stewardship Fair. H. Organize free appointments with appropriate medical professionals for members of our Hispanic community as needed. I. Organize and facilitate support groups, such as the Caregivers Support Group and the Grief Support Group. J. Organize and facilitate CPR training for Ushers K. Organize Advance Directive seminars. L. Check AED’s monthly at St. Francis Xavier and St. John facilities. M. Work closely with our Religious Education Directors to provide informative programs relating to topics of interest. Examples: Swim Safety Program, Life Net, Texting & Driving from Stillwater Police Department. N. Other appropriate duties as assigned by the DFO. III. Continuing Education A. Attend the Oklahoma Faith Community quarterly meetings and annual conference.

APPROVED: _____________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


05/06/23 41

LEAD CUSTODIAN


This job is a key position in the cleaning, upkeep, minor maintenance of the interior spaces of all buildings (including the immediate outside areas of all entrances), and table/chair set-up for meetings, events, and functions. This is a working position, but also involves assigning work and supervision of other custodians, whether paid or volunteer. It also involves helping the Managing Director of Formation and Operation (DFO) in recruiting other paid and volunteer custodians. It is a paid position with approximately 30 hours of work per week, and reports directly to the Managing Director of Formation and Operation. The over-all look and appeal of all interiors of our church facilities come under the purview of the Lead Custodian. Accordingly, taking initiative in this area, even though not specifically assigned, is an expectation of this position.

QUALIFICATIONS

Preferred qualifications are:•Have strong commitment to the mission of the Catholic Church and be in good standing and full communion with the Church.•Use professional and hospitable demeanor with all parishioners, visitors, vendors, contractors, and others.•Be able to work collaboratively in a team environment, and to handle multiple tasks at any time.•Be able to communicate effectively in English, both oral and written.•Be able to demonstrate good interpersonal skills.•Have at least 4 years of experience in custodial work and minor maintenance of commercial or industrial facilities.•Be able to effectively direct and supervise both paid and volunteer staff reporting to this position.•Possess habit of honesty and integrity in all dealings with others.•Have a work record of high productivity, integrity, and diligence in attending to work.•In order to effectively monitor all operations of the church, be able to move unassisted about the entire church site, facilities, and buildings, and to lift and move unassisted burdens of up to 20 lbs., such as file boxes, small mechanical items, janitorial items, or other items necessary to perform custodial and minor maintenance tasks.


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LEAD CUSTODIAN (CONT’D 1)

DUTIES AND RESPONSIBILITIES I. Specific Area Responsibilities A. Church and Nave 1) Daily cleaning and upkeep, including gathering of items left in pews, discarding trash, proper disposal of recyclable materials, filing/storing booklets, handouts, manuals, hymnals, and the like. Return lost items to office staff to hold for “lost and found” items. 2) Although sacristans will handle cleaning of some altar items, liturgical vessels, and vestments, general cleaning and maintenance of altar area is the responsibility of custodial staff. 3) Annual deep cleaning and waxing of floors where appropriate. 4) Performing minor maintenance in timely fashion. B. Sacristy and Associated Areas. 1) Daily cleaning, upkeep, discarding trash, and proper disposal of recyclable materials. 2) Maintaining orderly and organized appearance of all sacristy areas. 3) Daily cleaning and maintaining of disposable items, such as toilet items, and discarding of trash. 4) Performing minor maintenance in timely fashion. C. Parish Hall (Fellowship Hall) 1) Daily cleaning, upkeep, and organizing, including discarding trash, proper disposal of recyclable materials, filing/storing items left out, and returning lost items to “lost and found”. 2) Annual deep cleaning and waxing of floors, where appropriate. 3) Daily set up, take down and storage of tables and chairs for special events. 4) Performing minor maintenance in timely fashion. D. Kitchen 1) It is understood that volunteers associated with any event using the kitchen will be responsible for clean- up and storage of dishware, pots, pans, other kitchen equipment, and food items immediately after the subject event. This will include mopping of floors. However, the custodial staff will be responsible for daily checking the kitchen area


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and handling cleaning, upkeep, discarding of trash and garbage, and proper disposal of recyclable materials for any areas not adequately handled by volunteers. Flagrant violations by volunteers of their responsibilities in this area are to be reported by the lead custodian to the DFO. 2) Semi-annual deep cleaning of entire kitchen area, including needed special floor care. 3) Maintaining any disposable items, such as paper products, hand detergents, and dish washing detergents. 4) Performing minor maintenance in timely fashion. E. Religious Education Area 1) Daily cleaning, and upkeep, including discarding trash, proper disposal of recyclable materials, filing/storing materials left out, returning lost items to “lost and found”. 2) Daily cleaning of toilets, wash basins, floors, mirrors, and discarding of waste items. Maintaining disposable items such as hand detergent, paper towels, and toilet tissue. 3) Coordinate with Director of RE, the Director of Pre-School, and the Business/Office Mgr. to set up and take down tables, chairs, etc.. for special meetings and events in RE area. Pre-school rooms must meet DHS/Health Department cleanliness guidelines, such that they may need to be sanitized before opening following a non-pre-school event in these rooms. 4) Daily cleaning of teacher preparation area. 5) Annual deep cleaning and waxing of floors, where appropriate. 6) Performing minor maintenance in timely fashion. F. Teen activities area and Gym 1) It is understood that youth, volunteers, and others using these facilities are responsible for picking up after themselves and storing in designated areas those facility articles that are used by them. They also are responsible for clean-up of the kitchenette area, including any dishes, cooking utensils, and other items used. However, the custodial staff will be responsible for daily checking these areas and handling cleaning, upkeep, storage, discarding of trash and garbage, and proper disposal of recyclable materials for any areas not adequately handled by users. Flagrant violations by users of their responsibilities in this area are to be reported by the lead custodian to the DFO.


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2) Daily cleaning and mopping of these areas. 3) Performing minor maintenance in timely fashion. 4) Annual deep cleaning and waxing of floors, where appropriate. G. Main and Family Restrooms 1) Daily cleaning of toilets, wash basins, floors, mirrors, and other areas needing cleaning. Daily discarding of trash and proper disposal of recyclable materials. 2) Maintaining disposable items such as hand soap, paper towels, and toilet tissue. 3) Maintenance of entire restroom areas in clean, orderly fashion, including performing minor maintenance in timely fashion.

H. Narthex, Hyphens (Hallways), Entrances, and Lobbies. 1) Daily cleaning, upkeep, and minor maintenance, including discarding trash, proper disposal of recyclable materials, filing/storing materials left out, returning lost items to “lost and found”. 2) Maintaining these areas in presentable, orderly fashion, including performing minor maintenance in timely fashion. 3) Annual deep cleaning and waxing of floors, where appropriate. I. Administration Area 1) It is understood that staff, volunteers, and others using these facilities are responsible for picking up after themselves and storing in designated areas, those facility articles that are used by them. However, the custodial staff will be responsible for daily checking these areas and handling cleaning, upkeep, proper disposal of trash and recyclable materials, storage, and performing minor maintenance for any areas not adequately handled by users. This includes offices that are kept locked during or after business hours. Flagrant violations by users of their responsibilities in this area are to be reported by the lead custodian to the DFO.


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2) Daily cleaning and mopping of these areas. 3) Performing minor maintenance in timely fashion. 4) Annual deep cleaning and waxing of floors, where appropriate. G. Main and Family Restrooms 1) Daily cleaning of toilets, wash basins, floors, mirrors, and other areas needing cleaning. Daily discarding of trash and proper disposal of recyclable materials. 2) Maintaining disposable items such as hand soap, paper towels, and toilet tissue. 3) Maintenance of entire restroom areas in clean, orderly fashion, including performing minor maintenance in timely fashion. H. Narthex, Hyphens (Hallways), Entrances, and Lobbies. 1) Daily cleaning, upkeep, and minor maintenance, including discarding trash, proper disposal of recyclable materials, filing/storing materials left out, returning lost items to “lost and found”. 2) Maintaining these areas in presentable, orderly fashion, including performing minor maintenance in timely fashion. 3) Annual deep cleaning and waxing of floors, where appropriate. I. Administration Area 1) It is understood that staff, volunteers, and others using these facilities are responsible for picking up after themselves and storing in designated areas, those facility articles that are used by them. However, the custodial staff will be responsible for daily checking these areas and handling cleaning, upkeep, proper disposal of trash and recyclable materials, storage, and performing minor maintenance for any areas not adequately handled by users. This includes offices that are kept locked during or after business hours. Flagrant violations by users of their responsibilities in this area are to be reported by the lead custodian to the DFO.


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1) Daily cleaning of toilet areas, toilets, wash basins, floors, mirrors, and proper discarding of waste items and recyclable materials. 2) Maintaining disposable items such as hand detergent, paper towels, and toilet tissue. 3) Annual deep cleaning and waxing of floors, where appropriate. J. Conference Room, Library/Parlor with Powder Room 1) It is understood that staff, volunteers, and others using these facilities are responsible for picking up after themselves and storing in designated areas those facility articles that are used by them. However, the custodial staff will be responsible for daily checking these areas and handling cleaning, upkeep, proper disposal of waste items and recyclable materials, storage, and minor maintenance for any areas not adequately handled by users. Flagrant violations by users of their responsibilities in this area are to be reported by the lead custodian to the DFO. 2) Daily cleaning of toilet areas, toilets, wash basins, floors, mirrors, and proper discarding of waste items and recyclable materials. 3) Maintaining disposable items such as hand detergent, paper towels, and toilet tissue. K. Elevator, Vestibule, and Choir Loft 1) Daily cleaning, upkeep, and minor maintenance, including pick-up of items left in pews, discarding trash, filing/storing booklets, handouts, manuals, hymnals, and the like. Return lost items to office staff to hold for “lost and found” items. 2) Annual deep cleaning and waxing of floors, where appropriate. 3) Perform minor maintenance in timely fashion. L. Chapel 1) Daily cleaning, upkeep, and minor maintenance, including gathering of items left in pews, proper discarding of trash and recyclable materials, and filing/storing booklets, handouts, manuals, hymnals, and the like. Return lost items to office staff to hold for “lost and found” items. 2) Annual deep cleaning and waxing of floors, where appropriate. 3) Perform minor maintenance in timely fashion.


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M. Storage Areas and Janitor Closets 1) All storage areas are to be maintained daily in a clean and organized fashion.

II. Other Responsibilities A. Within budget allocated by DFO, responsible for ordering, storing, and allocating to custodial staff all supplies, materials, and equipment required for all custodial duties. B. While the lead custodian shall have needed keys to the facility checked out to him/her from the Business/Office Manager, s/he shall be responsible for giving access to other members of the custodial staff and for ensuring that designated areas are locked after custodial duties are performed. C. Handle annual inspections of fire extinguishers, including checking expiration dates and ensuring that extinguishers close to expiration are re-charged in timely fashion; handle annual inspections of all security equipment, alarms, etc.. D. Respond to other custodial and minor maintenance needs as assigned by the DFO, including annual and special event needs.

APPROVED:



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DIRECTOR OF MAINTENANCE AND GROUNDS


This job is a key position in the maintenance and upkeep of all buildings, equipment, facilities, and grounds on the parish campus. This is a working position, but also involves assigning work and supervision of other workers, whether paid or volunteer. It also involves helping the Director of Formation and Operation (DFO) in recruiting other paid and volunteer workers. This is a part-time paid position reporting to the DFO. The over-all look and appeal of all the exteriors of our church facilities and the grounds come under the purview of the DMG. Accordingly, taking initiative in this area, even though not specifically assigned, is an expectation of this position.

QUALIFICATIONSThe following qualifications are preferred:•Have at least 4 years of experience in maintenance of building facilities and grounds, including associated equipment.•Possess good interpersonal skills and be able to work effectively in a team environment.•Be able to communicate effectively in English, both oral and written.•Have the ability to effectively direct and supervise both paid and volunteer staff reporting to this position.•Exhibit respect for religious beliefs and practices of Catholics, as well as respect for belongings of others.•Possess habit of honesty and integrity in all dealings with others.•Have a work record of high productivity, integrity, and diligence in attending to work. JOB RESPONSIBILITIESI. Buildings A. Maintenance of all buildings and associated equipment on the 20 acre campus come under the responsibilities, including the church complex, rectory, and maintenance and storage facility. While it is expected that the custodial staff will perform minor maintenance (along with custodial duties) in the interior of the church facility, more significant maintenance will be the responsibility of the DMG. Accordingly, cooperation with the lead custodian is essential. Maintenance and upkeep on the exterior of all buildings, as well as the interior and exterior of buildings other than the main church facility are the responsibility of the DMG. For those needs


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DIRECTOR OF MAINTENANCE AND GROUNDS (CONT’D 1)

beyond the capability of the M & G staff, the DMG is expected to notify the DFO of any needs requiring outside contractor work and to assist the DFO in securing and supervising such work. B. Helping with the design of a separate maintenance and storage facility, assisting the DFO in supervising the construction of this facility, and outfitting and maintaining an appropriate work shop in this facility, consistent with a budget set by the DFO. Cleaning and upkeep of this facility are also part of these responsibilities. C. Responsible for long-term storage of all items in the storage facility, as well as for moving items into and out of this facility, as directed by the DFO. Cleaning and upkeep also are part of the duties. D. Responsible for proper storage and upkeep of all maintenance equipment, materials, and supplies for the grounds, as well as workshop tools. Such equipment includes lawn mowers, small transport vehicles, power tools, and other items required for the job. E. Regular checking of operation of campus sewer system, maintaining this where possible, and alerting DFO to needed outside contractor work. F. Regular checking and exercising of building fire suppression equipment, including fire pumps. G. Regular checking and maintaining, as needed, ground source heat pump HVAC system, and alerting DFO to need for outside contractor work.

II.Grounds

A. Clean-up/pick-up and disposal of all trash items on the entire campus. B. Regular mowing, edging, and trimming of all grass and vegetation on the more formal areas of the campus.


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DIRECTOR OF MAINTENANCE AND GROUNDS (CONT’D 2)

C. Cut-up and removal of all deadfall in the wooded area of the campus, as well as cut-down and removal of all dead trees and tree branches. D. Regular trimming of all brush and undergrowth in the wooded area. E. Maintaining any outdoor worship areas, together with children, teen and adult use areas, including pick-up and removal of any trash. F. Regular mowing of less formal ground areas, such as the area south of the wooded area. G. As directed by the DFO, purchasing, transporting, and installing landscape items and vegetation, within budget established by the DFO. H. Appropriate watering and fertilizing of lawn and landscape vegetation, as well as appropriate use of chemical weed control. I. Implementing and maintaining erosion control of soil in needed areas.

III.Other Responsibilities

A. Within budget allocated by DFO, responsible for ordering, storing, and allocating to M & G staff all supplies, materials, and equipment required for all M & G duties. B. Responding to other annual and special event needs that call for specific other M & G duties, as assigned by the DFO. This includes renting or purchasing tents for outdoor items and handling the erection and take-down and storage of such items.


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DIRECTOR OF MAINTENANCE AND GROUNDS (CONT’D 3) C. While the DMG shall have needed keys to the facility checked out to him/her from the Business/Office Manager, s/he shall be responsible for giving access to other members of the M & G staff and for assuring that designated areas are locked after duties are performed.

D. Responding to other requests from the DFO.

APPROVED:

____________________________________ Date______________________Fr. Ken Harder, JCL, Pastor


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CHARTERS FOR ADVISORY BOARDS

Page

Charter for Parish Council 53

Charter for Parish Finance Council 58

Charter for Pre-School Service and Advisory Board 69

Charter for Religious Education Service and Advisory Board 75

Charter for Youth Ministry Advisory Board 81

Charter for Stewardship Committee 87


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CHARTER FOR THE PARISH COUNCIL

ARTICLE INAME

The name of this organization is St. Francis Xavier Parish Council of Stillwater, Oklahoma, and will be referred to hereafter as the Council.

ARTICLE IIPURPOSE AND GUIDELINES

Section 1. Purpose The purpose of the Council is to provide the leadership necessary to meet the spiritual and temporal needs of the parishioners. The Council and its committees are designed to broaden the base of interest, responsibility, and participation in the activities of the Parish. The Council shall be an advisory body to the pastor in the decision making process of the Parish limited only by Church Law. Section 2. Guidelines The Parish Council guidelines as prepared by the Diocese of Tulsa, Norms For Parish Pastoral Councils will be observed by the Council. Section 3. Council Year As used herein, the term year shall mean Council year, and shall be from July 1 st to June 30th .


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CHARTER FOR THE PARISH COUNCIL (CONT’D 1)

ARTICLE IIIMEMBERSHIP OF THE PARISH COUNCIL

Section 1. Number and Representation The Council shall consist of six elected members of the laity of the parish and three members appointed

by the Pastor. The Pastor shall be an ex officio, non-voting, member. A diverse representation of the parish community is highly recommended. The initial council formation will require an election to seat 6 members. For “start-up” purposes the 2 members receiving the most votes will serve a 4 year term, the 2 members receiving the next highest number of votes will serve a 3 year term, and the 2 members receiving the next highest number of votes will serve a 2 year term. Likewise, the pastor will appoint each of 3 initial council member to a 4 year, 3 year, or 2 year term. Section 2. Elections

To be qualified to serve on the Council and to vote in an election, an individual must be a registered member of St. Francis Xavier Parish, in full communion with the Catholic Church, and be at least 18 years of age. Elections will be held in April. Two new members will be elected each year. One new member will be appointed by the Pastor each year. Nominations for new Council members shall be made by registered members of the Parish. Before nominees are placed on the ballot they must agree to serve if elected. In addition to any self-nominated candidates, two nominees will be secured by the current Council and two nominees will be secured by the stewardship committee. The slate of candidates will be published at least two weeks before the elections. The two candidates who receive the highest number of votes will be elected. The method of election will be determined by the Council (in-pew, mail, electronic, etc.). Section 3. Term of Office

The term of office shall be three years, except the initial council terms, and members may not serve more than two consecutive terms. A member of the Council who is absent from two consecutive meetings, unless excused by action of the Council, shall be removed per Article VI of this charter. Any vacancy on the Council is to be filled through appointment by the Council and the pastor. The appointed individual will serve for the time remaining on the vacated position.


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Section 4. Deacon Representative To facilitate the communication between the Parish Council and the deacons, a representative of the Order of Deacons is encouraged to attend and participate, in a non- voting capacity, at all Parish Council meetings. Section 5. Business Manager The business manager of the Parish shall be an ex officio non-voting member of the council. Section 6. Managing Director of Operations and Formation The Managing Director of Operations and Formation of the Parish shall be an ex officio non-voting member of the council.

ARTICLE IVOFFICERS OF THE PARISH COUNCIL

Section 1. Officers and Elections The officers of the Council shall consist of a chairperson, vice-chairperson, and secretary. The chairperson shall be the third year member of the council. The vice-chairperson shall be a second year member of the council. The secretary shall be elected from among the remaining seven members of the council. The new officers shall assume their duties at the first meeting in July and serve a one-year term. The vice-chairperson from the previous year shall chair the first meeting of the new “Council Year”. The officers shall be elected at the first meeting of the Council year by the Council members and must receive a majority vote of the voting members. The elected officers will assume office immediately upon election. Vacancies will be filled from among the remaining members of the council.

Section 2. Duties A. Chairperson –It shall be the Chairperson’s duty to solicit input and introduce new ideas, problems, and other items and to include them on the agenda for the Council and to insure that the Council functions in accordance with this Charter. The Chairperson must send a meeting notice and agenda to the council at least one week prior to the meeting. The agenda shall be posted publicly at least 24 hours prior to the scheduled meeting.


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B. Vice-Chairman – Shall perform the duties of the Chairperson in the Chairperson’s absence. C. Secretary – Shall prepare the minutes for each meeting of the Council. The minutes, after approval of the Council, will be posted in a public area. The location of the minutes will be announced in the Parish bulletin and they will be posted as expediently as is possible. The secretary must take any other steps necessary to keep the Parish apprised of the actions taken by the Council. The Executive Committee of the Council shall consist of the chairman, vice-chairman, secretary, and the Pastor of the Parish. The Executive Committee shall act for the Council when the Council cannot meet and to perform other activities as directed by the Council.

ARTICLE VMEETINGS

Section 1. Meetings The Council shall meet at least one time each month, at a place and time decided by the Council and announced to the members of the Parish. Exceptions to this schedule are allowed at the discretion of the Council. All meetings are open to the members of the Parish, but the right of non-Council members to address the Council will be allowed by the Chairperson provided a request is submitted to the Chairperson at least 10 days prior to the regularly scheduled meeting. One regular meeting each year shall be designated as a general Parish meeting and all members of the Parish will be encouraged to attend and communicate their concerns and goals for the Parish. Section 2. Quorum The Pastor plus a simple majority of the voting members of the Council is required for the transaction of business, and a majority vote of those present shall be sufficient for any decision or election.


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Section 3. Rules of Procedure The council may establish its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order shall apply.

ARTICLE VIREMOVAL OF MEMBER

Section 1. Removal of member: Any member or officer of the Parish Council may be removed by the Council with confirmation from the Pastor upon receiving the affirmative vote of two-thirds (2/3) of all voting members of the Council, whenever, in their judgment, the best interest of the Parish shall be served by such removal.

ARTICLE VIIAMENDMENTS

Section 1. Proposed AmendmentsProposed amendments to this Charter must be presented by a Council member in writing to the Council at least one meeting prior to voting on the amendments. Any amendment must be approved by a two-thirds vote of the council voting members, and also approved by the Pastor. Upon consultation with the Managing Director of Formation and Operation and the Council, the Pastor may also amend the Charter.

APPROVED

_____________________________________ Date: ____________________________Fr. Ken Harder, JCL, Pastor


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CHARTER FOR THE PARISH FINANCE COUNCIL

ARTICLE INAME AND BACKROUND

The name of this organization is the Finance Council of St. Francis Xavier Catholic Church of Stillwater, Oklahoma, and will be referred to hereafter as the Finance Council. We seldom think of St. Francis Xavier Catholic Church as an organization with financial concerns. However, in order to realize our vision and to fulfill our ministry needs and callings, we must exercise good judgment, prudence, and practical management concerning our stewardship of St. Francis Xavier Catholic Church’s resources. As the parish accomplishes its spiritual mission through the material resources at its disposal, we must insure that these resources are cared for in a practical manner. These directives are meant to help the pastor, managing director of formation and operations, business manager/administrator, the parish council, and the finance council better manage the financial resources. The directives are not intended to be exhaustive; recommendations and any changes will be made as part of an ongoing parish financial review. As well as safeguarding the material goods of the parish, compliance with these directives will help protect those people involved with the financial management of the parish from unfounded accusations and possible lawsuits. One of the principles underlying the directives is to make sure that one person does not have exclusive control over any aspect of the parish finances. If this were the case, it would be difficult for that person to defend allegations of irresponsible financial management. In our modern world we must show extreme care that the goods freely given to the parish are properly accounted for. We must keep in mind, however, that we need to strike a balance between fulfilling the mission of the Church and conscientious financial management.


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CHARTER FOR THE PARISH FINANCE COUNCIL (CONT’D 1)


Section 1. Purpose Because of the complexity of the modern parish, the Church has seen fit to establish parish finance councils in order to aid the pastor in administering the goods of the Church in a wise and judicious manner. Principles of Christian stewardship based on solidarity and subsidiarity must guide the actions of the parish finance council. As with the parish pastoral council, openness, prayer, and discernment should prevail in council decisions. Only then will the council support the parish efforts to achieve its mission. Section 2. Operation A. Function 1) It is mandatory for the parish to have a finance council to advise the pastor in administration of parish goods. Canon 537 2) The parish finance council is meant to advise and support the pastor in his responsibility to administer the temporal goods of the Church. 3) The administrative management of the parish must strike a balance between good business sense and the pursuit of the mission of the parish. 4) The finance council shall meet at least quarterly each year and will consist of at least five (5) members, plus the pastor of the Parish. The pastor will preside over the council. 5) The finance council may establish its own rules of procedure. In the absence of such rules, Roberts Rules of Order, latest edition, shall be used.


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B. Responsibilities 1) The pastor is ultimately responsible and has final local authority in all parish financial and administrative matters. 2) Finance council members are ultimately responsible to the bishop but are directly responsible to the pastor and the parish community. 3) Finance council members must be knowledgeable concerning the canons, parish financial directives, and applicable Federal and State laws pertaining to the temporal goods of the Church. 4) The finance council must follow the laws governing the administration of ecclesiastical goods (Canons 1281 through 1284, as well as specific directives from the Ordinary). 5) Minutes of all finance council meetings shall be taken in writing and archived as part of the permanent parish records. 6) The finance council is advisory to the pastor. While consensus recommendations by the council are desirable, in the event that consensus cannot be reached, decisions on recommendations will be decided by a majority vote. 7) Finance council members must exercise careful discretion and confidentiality in parish matters.

B. Duties 1) Assist the pastor in preparing the annual budget and monitoring this budget by reviewing financial statements on a regular basis. 2) Insure compliance with canon law, diocesan financial directives, and civil law. 3) Coordinate administrative activities, procedures, and schedules with the parish pastoral council so that the temporal and spiritual resources of the parish are used to achieve the same goals. 4) Review financial statements prior to submission to the diocese and parishioners. 5) Review the financial/administrative dimensions of all parish activities and makes recommendations to the pastor. 6) Advise the pastor concerning long range parish financial planning. 7) Review and advise on any extraordinary expenditure. 8) Monitor the internal controls of the parish financial and administrative activities.


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9) Council will work with the Pastor to foster tithing. A member of the Council designated by the Pastor will prepare and deliver a presentation on the financial state of the parish at each of the Saturday/Sunday masses on a weekend during the first month of each fiscal year. Emphasis should be placed on any discrepancies between income and expenses. 10) During the first month of each fiscal year, the Council will prepare for distribution to the parish an annual cash investment report that details how our investments performed the previous year and how these investments performed relative to other Diocesan investments. Part of this report should detail how we want to allot our cash investments allocated for the current fiscal year. It is strongly suggested that the parish maintain a percentage of our cash in short term investments, but cash not required for such needs should be invested with a longer term outlook and higher returns. Section 3. Council Year As used herein, the term year shall mean Council year, and shall be from July 1 st to June 30th .

ARTICLE IIIMEMBERSHIP OF THE FINANCE COUNCIL

Section 1. Requirements for membership A. Registered parish member. B. practicing Catholic in full communion with the Catholic Church. C. possess integrity. D. demonstrate initiative. E. possess analytical ability. F. possess good decision making ability and planning skills. G. Knowledgeable concerning: canons pertaining to the temporal goods of the church; parish financial directives; federal and state laws applicable to the temporal goods of the church; contribute financially to the parish as a good steward.


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H. Contribute financially to the parish as a good steward; I. Maintain confidentiality and exercise discretion in parish matters; J. possess no conflict of interest Section 2. Selection of Members A. The pastor of the parish selects the finance council member upon the vacancy of any finance council member. B. The pastor should select members such that their terms are staggered, to assure that a majority of the sitting members have at least one year of experience on the finance council C. The parish business/office manager shall serve as an ex-officio member of the finance council and shall take, record, and file minutes of each meeting. Section 3. Term of Office The term of office shall be three years and members may not serve more than two consecutive terms. A member of the Council who is absent from two consecutive meetings, unless excused by action of the Council, shall cease to be a member.

ARTICLE IVGENERAL PROCEDURES

The Parish Business/Office Manager, under the direction of the Director of Formation and Operations, shall have the responsibility of implementing the items listed in Sections 1 through 4 below. However, it shall be the responsibility of the Parish Finance Council to regularly review each of these implementations to assure that they are properly handled. Section 1. Bank Accounts A. Bank accounts must use the Federal Employer Identification Number of the parish in order to help insure their tax-exempt status. B. Bank accounts must be maintained and reconciled promptly after receiving the monthly bank statements to minimize clerical errors and to insure the integrity of the financial records of the parish.


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C. More than one signer should be authorized for the parish bank accounts. Accounts must be accessible for St. Francis Xavier Catholic Church’s business but properly safeguarded from unauthorized use. The pastor must be a signor on ALL parish bank accounts. The number of checking accounts should be kept to a minimum. D. Personal bank accounts must never be commingled with St. Francis Xavier Catholic Church’s financial records. St. Francis Xavier Catholic Church funds shall not be used to pay the personal expenses of the pastor, business manager/administrator, or any other person. E. Any bank account, which may be needed by a Parish Organization, must have the pastor be a signor as well as receive a duplicate copy of each statement directly from the financial institution. Each parish organization will be requested to submit a quarterly report to the pastor showing income received and expenditures made. These bank accounts will be under these same Financial Directives. For the purpose of this document a Parish Organization would be considered either a Ministry, (e.g., Women’s Club, Men’s Club, Choir) or a Charity, (e.g., St. Vincent de Paul Society). F. The Tulsa Diocesan Investment and Loan Fund Policy will govern all amounts in the various accounts. Section 2. Insurance A. The parish must carry adequate insurance to cover parish buildings and property. Buildings should be insured for replacement value unless there is sufficient reason for not doing so. B. Individuals partaking in parish youth sponsored outings or field trips must sign the appropriate waivers, medical releases, etc.. C. The Diocese of Tulsa Fleet Policy must cover parish vehicles. Vehicles utilized for parish ministries need to meet the guidelines of the Tulsa Diocese, which is currently a liability level of $250,000/500,000.

Section 3. Financial Statements A. The fiscal year for the parish will start on July 1 and end on the following June 30. B. Monthly financial statements and associated detail will be made available to the parish council and the finance council for their respective reviews for those months the councils are in session. C. The annual financial statement required by the diocese is due in the diocesan finance office no later than required by the diocese.


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D. An annual financial summary of receipts and expenditures will be made available for parishioners. Section 4. Accounting Records A. A written or computer generated set of financial records must be maintained by the parish and will utilize the Chart of Accounts in accordance with Tulsa Diocesan requirements. The accounting system will use accrual accounting for book keeping purposes. B. Bank account documentation and payroll records must be archived based on prescribed governmental and Church law. Other parish financial records are to be archived for a reasonable amount of time. C. Parish financial records should be readily accessible to the parish finance council. D. The parish is required to follow the appropriate state laws governing the exemption of the Church from the appropriate state sales tax.

ARTICLE VINTERNAL CONTROLS

The Parish Business/Office Manager, under the direction of the Director of Formation and Operations, shall have the responsibility of implementing the items listed in Sections 1 through 5 below. However, it shall be the responsibility of the Parish Finance Council to regularly review each of these implementations to assure that they are properly handled. Section 1. Cash Management A. Collections must be properly safeguarded until the money can be counted. Cash collected for any purpose will be deposited into the church safe and two (2) individuals are required to be present when cash is being removed from the safe. B. The process for counting the collections must insure the integrity of the collection money (i.e., use of counting reports, rotation of counting teams, etc..). Two (2) people must be present anytime cash is being counted or handled.


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C. The procedures for counting, recording and depositing the collections must insure the protection of the people involved from allegations of theft. Cash / collection counters who are related may not count at the same time. D. ALL collection money must be deposited in the parish operating account. Cash from the collections cannot be used for any reason. Checks from the collection cannot be cashed separately. E. Special collections and diocesan collections must be collected and counted separately from the regular collections. A check should be written to the diocese within the stated time by the diocese, specifying the collection it is to be applied to. Section 2. Donations A. Records must be kept of parishioners’ weekly contributions made by envelope. The parish will supply, upon request, an annual contribution statement listing their total envelope contributions for that calendar year. B. Large donations must be acknowledged per government regulations (See IRS Publication 526 - Charitable Contributions for specific details). A written acknowledgment to the donor for single contributions over the amount identified in the IRS Publication 526 must include: 1) The amount of cash contributed. 2) A description (but not the value) of property contributed. 3) Any goods or services received as a result of the contribution. 4) A description and good faith estimate of the value of goods or services described in (3). C. Money collected or donated for a specific purpose must be restricted and used only for that purpose. D. Donations of real property may only be accepted with the written approval of the Bishop. Property may only be accepted under the following conditions: 1) There must be an on-site inspection and proper research to determine that there are no environmental problems, unsightly trash / aesthetic detriments, or continued maintenance; 2) The property must have some realistic opportunity for future use or sale; 3) There must be no restriction placed on the donation of property; and 4) A clean title search must be performed and must be verified.


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Section 3. Fund Raising Any and all fund raising projects must be approved by the parish pastor and will follow the laws of the state in which the activity may occur. Currently an example of an illegal fund raising activity in the state of Oklahoma is the selling of raffle tickets.

Section 4. Expenditures A. The parish checkbook and all blank check stock must be safeguarded against unauthorized use. B. All invoices must be paid by a check made payable to a specific person/business. A check should never be made payable to “Cash”. All checks must be documented by an invoice or appropriate paid receipt. C. Reimbursable expenses paid to individuals must also have documentation such as a receipt, credit card statement, etc.. D. Files for paid invoices, receipts, and other financial information must be maintained and stored per section II d ii, record retention guidelines. E. Any single expenditure, other than recurring monthly bills, that is greater than 10% of the annual Sunday collections must have written diocesan approval before the funds are committed. If the expenditure can be divided (i.e. made in several payments or completed in several phases) the total amount of the expenditure(s) must be used in determining whether diocesan approval is needed. F. The parish may not negotiate a loan for any amount with any agency without prior written diocesan approval

Section 5. Payroll A. All payroll and salary information will be keep confidential to protect each individual’s right to privacy. The Financial Statements payroll will be consolidated for all individuals receiving compensation. B. The proper government regulations must be followed regarding anti-discrimination laws, hiring practices, treatment of employees and wages paid by the parish. C. Wages paid by the parish must be reported to all appropriate government agencies. This includes people working as independent contractors or employees. Diocesan priests are not exempt from this requirement and must be given a W-2 for income tax purposes. A “stipend” is considered taxable wages.


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D. The Tulsa Diocese will set clergy compensation. The finance council will prepare an Annual Housing Valuation for the priest(s) of the Parish, which shall be completed by January 15 th of each calendar year. E. Priest and Deacons are responsible for maintaining records of all stole fees (donations given to a priest or deacon in appreciation for special ceremonies, such as weddings, baptisms, funerals, that are beyond the typical stipend). F. Personnel files must be maintained for all employees. Files should include the appropriate federal and state withholding forms, federal immigration form, wage reporting information, and any other government mandated records. G. All employee benefits and agreements must be in writing and made part of their personnel file. H. State laws regarding Worker's Compensation must be followed. I. The parish will not employ the services of anyone who is not of legal employment age or who does not have the proper documentation as an US citizen or a legal immigrant.

ARTICLE VICONSTRUCTION

The Director of Formation and Operations shall have the responsibility of implementing the items listed below. However, it shall be the responsibility of the Parish Finance Council to regularly review each of these implementations to assure that they are properly handled. Construction must be in accordance with all applicable building codes and ordinances. The parish is to be in accordance with Tulsa Diocese requirements associated to cash in the bank, pledges or value associated to other asset owned by the parish before a large construction project is begun. Excess Funds Policy is attached and is incorporated into this document. The pastor, with the advice of the parish council, will establish a parish steering and/or building committee, to oversee any fund raising and construction details for a project. Monthly reports prepared by the chair of the steering


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and/or building committee, containing decisions and recommendations of the committees, will be maintained at the parish during the planning, fund raising, and implementation phases of the project. Specific requirements may be different for each individual project. The parish must work with the parish council and the pastor to establish these requirements during the initial planning phase of the project.

ARTICLE VII

AMENDMENTS Section 1. Proposed Amendments Proposed amendments to this Charter must be presented in writing to the Finance Council at least one meeting prior to voting on the amendments. Any amendment must be approved by a two-thirds vote of the council voting members. After consultation with the Finance Council and the Managing Director of Formation and Operations, the Pastor may also institute amendments to this Charter. APPROVED: _______________________________________ Date: _____________________Fr. Ken Harder, JCL, Pastor


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CHARTER SERVICE AND ADVISORY BOARD FOR PRE-SCHOOL PROGRAMS

ARTICLE I NAME AND BACKGROUND

The name of this organization is St. Francis Xavier Service and Advisory Board for Pre-School programs. The pastor and lay leadership of St. Francis Xavier Catholic Church (SFX) believe that substantial benefits will accrue to our Pre-School (PS) Programs by having service, comment, and advice from an appropriately chosen group of experienced and active parishioners, to be called the SFX Service and Advisory Board for Pre-School Programs (PSSAB or Board). Being particularly concerned that service and advice are adequate and relevant, the Board should be composed of active SFX Parishioners who are either parents, grandparents, or legal guardians of current or past children active in the Pre-School programs, as described below. It is emphasized that this is not a Board of Directors, but rather a group designed to assist the Director of Pre-School Programs.


Section 1. Purpose The purpose of the PSSAB is to provide service (assistance) and advice to the Director of Pre-School Programs (DPS) to enhance and improve all PS programs and operations. The Board will constitute a means for the DPS to receive assistance, providing service and advice that will enable the PS program to sustain and improve the Catholic religious formation of pre-school children, both from parish and non-parish parents. Section 2. Guidelines Specific items for consideration by the Board can include:•Provide service (assistance) to the PS program, as requested by the DPS, and assist in recruiting others to provide similar service.•As requested by the DPS, provide advice on:oInstructional & educational program content at all age levels, both religious and general.


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CHARTER FOR SERVICE AND ADVISORY BOARD FOR PRE-SCHOOL PROGRAMS (CONT’D 1)

oOperation of instructional and educational programs.oTraining and VIRTUS certification of all staff and volunteers in PS programs oQualifications and performance of Director and instructors in the programs.oScheduling of programs.oAttendance and participation of children in PS programs.oInvolvement of parents and volunteers in PS programs.oFacilities, equipment, and instructional materials used in PS programs.oBudgeting, income, and expenses of PS programs. The Board may also provide advice on these matters without being asked by the Pre-School Director, provided the Board has been adequately informed on current operations in these areas. However, it is again emphasized that this Board is advisory in nature, only, and is not to be construed as a Board of directors. The supervision of the PS Director and oversight of PS programs is the responsibility of the Managing Director of Operations and Formation (DFO).

ARTICLE IIIMEMBERSHIP OF THE PRE-SCHOOL BOARD

Section 1. Number and Representation The voting members of the PSSAB will be a mix of six active Catholic parishioners who are either parents of children currently active in PS programs, or those who had children in these programs within the 3 years preceding Board appointment, provided that no more than one parent, grandparent, or legal guardian of a child or children may serve on the PSSAB at the same time. The Director of Pre-School Programs shall be an ex-officio, non-voting (except as noted below) member of the Board and shall attend all Board meetings. Section 2. Selection of Board Members To be qualified to serve on the Board as a regular member, an individual must be a registered and practicing member of the parish in full communion with the Catholic Church, be at least 18 years of age, and must be agreeable to serve in both the service and the advising portions of Board duties. Moreover, Board members must subscribe to a Code of Conduct in writing to maintain confidentiality regarding any child in the PS Program, or parents, grandparents,


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or legal guardians child. In steady-state, new members will be appointed to the Board by the Pastor from a list ofnominees, meeting the qualifications stated above, assembled as follows: 1 nominee selected by the existing Board; 1 nominee selected by the DPS; 1 nominee selected by the DFO; and one or more nominees selected by the Pastor.* Each new member selected by the pastor shall be given a copy of this charter before s/he begins serving his/her term. Section 3. Term of Office The regular term of appointment for a Board member shall be for three years, effective with the beginning of the fiscal year, July 1.* Two new members shall be appointed by the Pastor each year to replace two members whose terms are expiring.** Reappointment to a second term on the Board is possible. In the event that any member resigns or becomes unable to complete his term of appointment, an interim member meeting the qualifications listed above shall be appointed by the Pastor, with the advice from the elected Chair of the Board, the DPS and the DOF, to complete the unfinished term of the resigned or disabled member. Such interim appointees may be considered for up to two subsequent full-term appointments.

ARTICLE IVOFFICERS OF THE BOARD

Section 1. Officers and Elections The officers of the Board shall consist of a Chairperson and Vice Chairperson/Secretary. At the first meeting of the fiscal year, the Board shall elect one of its members to serve as Chair, and one to serve as Vice Chair and Secretary, with their terms starting at the end of that meeting and extending through the following first meeting of the fiscal year. Section 2. Duties A. Chairperson - Shall preside at all regular and special meetings of the Board and initiate and lead such other activities of the Board as s/he deems appropriate. A primary duty of the Chair is to assist the CPS in securing service help from Board members and others, as requested by the DPS, to sustain and enhance the PS program. In cooperation with the DPS, s/he shall set the agenda for each meeting, with input from the other Board members, and shall send meeting notification and agenda to all Board members, the DPS, and the DFO, at least 10 days before each scheduled meeting. At least 1 month before any regular Board meeting, the Chair and the DPS shall meet together to cooperatively set the agenda for the upcoming meeting. Any materials


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CHARTER FOR PRE-SCHOOL SERVICE AND ADVISORY BOARD (CONT’D 3)

needed to facilitate the Board in meeting this agenda shall be prepared by the DPS and send to each Board member at least 7 days before the scheduled meeting. An annual written report of Board actions, including service, advice, recommendations, and commendations, shall be prepared by the Chairperson and submitted to the DPS, DFO, and Pastor before the end of the fiscal year. B. Vice Chairperson/Secretary - Shall preside at meetings in the absence of the Chair, and shall prepare, maintain on file, and circulate the minutes of Board meetings, as corrected by the Board, to all members, the Pastor, DPS, DFO, Business/Office Manager, and Chair of the Parish Council. These minutes are to include any specific advice and recommendations to the DPS, as well as any commendations on areas or personnel that are performing well. C. The Executive Committee of the Board - Shall consist of the Chairperson, Vice Chairperson/Secretary, and the DPS. The Executive Committee shall act for the Board when the Board cannot meet and to perform other activities as directed by the Board.

ARTICLE VMEETINGS

Section 1. Meetings The Board will meet bi-monthly, with specific dates, times, and locations established cooperatively by the Board and the DPS. If necessary, additional meetings may be held, as determined by the Chairperson, in cooperation with the DPS. Board meetings are to be guided by a proposed agenda, prepared by the Chair, in cooperation with the DPS, with input solicited from Board members, which can be modified as interest dictates. Effort should be made to eliminate artificial barriers and to facilitate free discussion. As one of the agenda items at each regular meeting, the DPS is expected to present for the Board any special activities of the PS program since the last meeting, including PS service (assistance) activities of the Board and others, requests for service help on upcoming activities, description of problems for which Board assistance is sought, and requests for Board advice and recommendations on issues identified by the DPS.


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Section 2. Quorum The DPS plus a simple majority of the voting members of the Board is required for the transactions of business, and a majority vote of those present shall be required for any decision or election. In the event of a tie vote, the DPS may vote to break the tie. Section 3. Rules of Procedure The Board may establish its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order, latest edition, shall apply.


Section 1. Removal of Member Any member of the Board may be removed by the Board, with confirmation from both the DPS and DOF, upon receiving the affirmative vote of two-thirds (2/3) of all voting members of the Board, whenever in their judgment, the best interest of the PS program shall be served by such removal. Consistent failure to provide adequate service (service) to the PS Program, as requested by the DPS and/or the Chair, shall be deemed an adequate reason for removal. Breach of confidentiality regarding any child in the PS program, or parents or guardians of such child, shall also be grounds for removal from the Board.


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Section 1. Proposed Amendments Proposed amendments to this Charter must be presented by a Board member in writing to the Board at least one meeting prior to voting on the amendments. Any amendment must be approved by a two-thirds vote of the voting members of the Board, and also approved by the Pastor. Upon consultation with the Managing Director of Formation and Operations and the Board, the Pastor may also amend the Charter.

* For the initial Board, each of these entities will submit 2 nominees, with the Pastor nominating 2 or more. ** For the initial years of Board composition during “start-up”, to insure that in operation there will always be 4 of the 6 members with some experience on the Board, the following approach will be used for the initial Board: 2 members will be appointed for 4 years; 2 members appointed for 3 years; and 3 members appointed for 2 years. As terms of each of these members expire, replacement members will be appointed for 3 year terms. APPROVED: ___________________________________ Date ___________________ Fr. Ken Harder, JCL, Pastor


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CHARTERSERVICE AND ADVISORY BOARD FOR RELIGIOUS EDUCATION PROGRAMS

PRE K – 5TH GRADE


The name of this organization is St. Francis Xavier Service and Advisory Board for Religious Education. The pastor and lay leadership of St. Francis Xavier Catholic Church (SFX) believe that substantial benefits will accrue to our religious education (RE) programs by having service, comment, and advice from an appropriately chosen group of experienced and active parishioners, to be called the SFX Service and Advisory Board for Religious Education (RESAB or Board). Being particularly concerned that service and advice to the religious education program are adequate and relevant, the Board should be composed of active SFX Parishioners who are either parents, grandparents, or legal guardians of current or past children active in the RE programs, as described below. It is emphasized that this is not a Board of Directors, but rather a group designed to assist the Director of Religious Education (DRE).


Section 1. Purpose The purpose of the RESAB is to provide service and advice to the Director of Religious Education (DRE) to enhance and improve all RE programs and operations. The Board will constitute a means for the DRE to receive assistance, providing service and advice that will enable the RE Program to sustain and improve the Catholic religious formation of parish children. Section 2. Guidelines Specific items for consideration by the Board will include:•Provide service to the RE Program, as requested by the DRE, and assist in recruiting others to provide similar service.


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CHARTER FOR SERVICE AND ADVISORY BOARD FOR RELIGIOUS EDUCATION PROGRAMSPRE K – 5TH GRADE (CONT’D 1)

•As requested by the DRE, provide advice on: o Instructional program content at all age levels.o Operation of instructional programs.o Training and VIRTUS certification of all staff and volunteers in RE programs.o Qualifications and performance of instructors in the program.o Scheduling of programs.o Attendance and participation of students in RE programs.o Involvement of parents and volunteers in RE programs.o Facilities, equipment, and instructional materials used in RE programs. o Budgeting for and expenses of the RE programs.

The Board may also provide advice on these matters without being asked by the Pre-School Director, provided the Board has been adequately informed on current operations in these areas. However, it is again emphasized that this Board is service and advisory in nature, only, and is not to be construed as a Board of directors. The supervision of the RE Director and oversight of RE programs is the responsibility of the Managing Director of Formation and Operation (DFO).

ARTICLE IIIMEMBERSHIP OF THE RE BOARD

Section 1. Number and Representation The voting members of the RESAB will be a mix of six active practicing Catholic parishioners who are either parents, grandparents, or legal guardians of children currently active in RE programs, those who had children in these programs within the 3 years preceding Board appointment, or past RE teachers, provided that no more than one parent, grandparent, or legal guardian of a child or children may serve on the RESAB at the same time. The Director of Religious Education shall be an ex-officio, non-voting (except as noted below) member of the Board and shall attend all Board meetings.


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ARTICLE IIIMEMBERSHIP OF THE RE BOARD

Section 1. Number and Representation The voting members of the RESAB will be a mix of six active practicing Catholic parishioners who are either parents of children currently active in RE programs, or those who had children in these programs within the 2 years preceding Board appointment, provided that no more than one parent of a child or children may serve on the RESAB at the same time. The Director of Religious Education shall be an ex-officio, non-voting (except as noted below) member of the Board and shall attend all Board meetings. Section 2. Selection of Board Members To be qualified to serve on the Board, an individual must be a registered and practicing member of the parish in full communion with the Catholic Church, be at least 18 years of age, and must be agreeable to serve in both the service and the advising portions of Board duties. Moreover, Board members must subscribe to a Code of Conduct to maintain confidentiality regarding any child in the RE Program, or parents or guardians of such child. In steady-state, new members will be appointed to the Board by the Pastor from a list of nominees, meeting the qualifications stated above, assembled as follows: 1 nominee selected by the existing Board; 1 nominee selected by the DRE; 1 nominee selected by the DFO; and one or more nominees selected by the Pastor.* Each new member selected by the pastor shall be given a copy of this charter before s/he begins serving his/her term . Section 3. Term of Office The regular term of appointment for a Board member shall be for three years, effective with the beginning of the fiscal year, July 1.* Two new members shall be appointed by the Pastor each year to replace two members whose terms are expiring.** Reappointment to a second term on the Board is possible, provided the person is still eligible as defined above. In the event that any member resigns or becomes unable to complete his term of appointment, an interim member meeting the qualifications listed above shall be appointed by the Pastor, with the advice from the elected Chair of the Board, the DRE and the DFO, to complete the unfinished term of the resigned or disabled member. Such interim appointees may be considered for up to two subsequent full-term appointments.


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CHARTER FORSERVICE AND ADVISORY BOARD FOR RELIGIOUS EDUCATION PROGRAMSPRE K – 5TH GRADE (CONT’D 3)


Section 1. Officers and Elections The officers of the Board shall consist of a Chairperson and Vice-chairperson/Secretary. At the first meeting of the fiscal year, the Board shall elect one of its members to serve as Chair, and one to serve as Vice Chair and Secretary, with their terms starting at the end of that meeting and extending through the following first meeting of the fiscal year. Section 2. Duties A. Chairperson - Shall preside at all regular and special meetings of the Board and initiate and lead such other activities of the Board as s/he deems appropriate. A primary duty of the Chair is to assist the DRE in securing service help from Board members and others, as requested by the DRE, to sustain and enhance the RE program. In cooperation with the DRE, s/he shall set the agenda for each regular meeting, with input from the other Board members, and shall send meeting notification and agenda to all Board members, the DRE, and the DFO, at least 7 days before each scheduled meeting. At least 1 month before any regular Board meeting, the Chair and the DRE shall meet together to cooperatively set the agenda for the upcoming meeting. Any materials needed to facilitate the Board in meeting this agenda shall be prepared by the DRE and sent to each Board member at least 7 days before the scheduled meeting. An annual written report of Board actions, including service, advice, recommendations, and commendations, shall be prepared by the Chairperson and submitted to the DRE, DFO, and Pastor before the end of the fiscal year. B. Vice Chairperson/Secretary - Shall preside at meetings in the absence of the Chair, and shall prepare, maintain on file, and circulate the minutes of Board meetings, as corrected by the Board, to all members, the DRE, the DFO, Business/Office Manager, and Chair of the Parish Council. These minutes are to include any specific advice and recommendations to the DRE, as well as any commendations on areas or personnel that are performing well. C. Executive Committee of the Board - Shall consist of the Chairperson, Vice Chairperson/Secretary, and the DRE. The Executive Committee shall act for the Board when the Board cannot meet and to perform other activities as directed by the Board.


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ARTICLE VMEETINGS

Section 1. Meetings The Board will meet bi-monthly, with specific dates, times, and locations established by the Board in cooperation with the DRE. If necessary, additional meetings may be held, as determined by the Chairperson, in cooperation with the DRE. Board meetings are to be guided by a proposed agenda, prepared by the Chair in cooperation with the DRE, with input solicited from Board members, which can be modified as interest dictates. Effort should be made to eliminate artificial barriers and to facilitate free discussion. As one of the agenda items at each regular meeting, the DRE is expected to present for the Board any special activities of the RE program since the last meeting, including RE service (assistance) activities of the Board, requests for service help on upcoming activities, description of problems for which Board assistance is sought, and requests for Board advice and recommendations on issues identified by the DRE. Section 2. Quorum The Director of Religious Education plus a simple majority of the voting members of the Board is required for the transactions of business, and a majority vote of those present shall be required for any decision or election. In the event of a tie vote, the DRE may vote to break the tie. Section 3. Rules of Procedure The Board may establish its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order, latest edition, shall apply.


Section 1. Removal of MemberAny member of the Board may be removed by the Board, with confirmation from both the DRE and DFO,

upon receiving the affirmative vote of two-thirds (2/3) of all voting members of the Board, whenever in their judgment,


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the best interest of the RE program shall be served by such removal. Consistent failure to provide adequate service to the RE program, as requested by the DRE and/or the Chair, shall be deemed an adequate reason for removal. Breach of confidentiality regarding any child in the PS Program, or parents or guardians of such child, shall also be grounds for removal from the Board.


Section 1. Proposed Amendments Proposed amendments to this Charter must be presented by a Board member in writing to the Board at least one meeting prior to voting on the amendments. Any amendment must be approved by a two-thirds vote of the voting members of the Board and have the approval of the DFO. Upon consultation with the Managing Director of Formation and Operations and the Board, the Pastor may also amend the Charter.

* For the initial Board, each of these entities will submit 2 nominees, with the Pastor nominating 2 or more. ** For the initial years of Board composition during “start-up”, to insure that in operation there will always be 4 of the 6 members with some experience on the Board, the following approach will be used for the initial Board: 2 members will be appointed for 4 years; 2 members appointed for 3 years; and 3 members appointed for 2 years. As terms of each of these members expire, replacement members will be appointed for 3 year terms. APPROVED: _______________________________________ Date ___________________ Fr. Ken Harder, JCL, Pastor


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CHARTER FOR YOUTH MINISTRY ADVISORY BOARD


The name of this organization is St. Francis Xavier Youth Advisory Board. The pastor and lay leadership of St. Francis Xavier Catholic Church (SFX) believe that substantial benefits will accrue to our Jr High and High Youth Programs (YP) by having scrutiny, comment, and advice from an appropriately chosen group of experienced and active parishioners, to be called the SFX Youth Advisory Board (YAB or Board). Being particularly concerned that advice and recommendations are relevant, the Board should be composed of active SFX Parishioners who are either parents, grandparents, or legal guardians of current or past youth active in the YP programs, as described below. This Board is advisory in nature only, and is not authorized to make decisions or conduct business for the Church.


Section 1. Purpose The purpose of the YAB is to provide advice and counsel to the Coordinator of Youth Ministry (CYM) to enhance and improve Jr High and High School youth ministry programs and functions. The Board will constitute a vital link between parents and other parishioners, the CYM, the Managing Director of Formation and Operation (DFO), and the Pastor, providing advice that will enable the CYM to sustain and improve the Catholic religious formation of parish youth. The Board will also serve to disseminate among parishioners, CYM, DFO, and Pastor, a clear and objective understanding of the manner in which the Youth Program is fulfilling this role. Section 2. GuidelinesSpecific items for consideration by the Board will include: •Instructional program content 6-8th grade and 9-12 th grade.•Adherence and execution of prescribe programs.


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CHARTER FOR YOUTH MINISTRY ADVISORY BOARD (CONT’D 1)

•Training and VIRTUS certification of all staff and volunteers in Youth programs.•Qualifications and performance of CYM and discipleship leaders in the program.•Scheduling of programs (school year and summer).•Attendance and participation of students in the Youth programs.•Involvement of parents and volunteers in the Youth programs.•Facilities, equipment, and instructional materials used in Youth programs.•Budgeting for and expenses of the Youth programs. It is again emphasized that this Board is advisory in nature, only, and is not to be construed as a board of directors. The supervision of the Youth Director and oversight of Youth Program is the responsibility of the Director of Formation and Operation.

ARTICLE IIIBOARD MEMBERSHIP

Section 1. Number and Representation The voting members of the YAB will be a mix of six active Catholic parishioners who are either parents of children currently active in Youth programs, parents with children who were active within the past 2 years, or parishioners with Youth Ministry experience. At a minimum, four of the members shall be parents of children actively involved in the program. It is advised but not required that one of the members be a Discipleship Leader in the 6-8 th grade program and one be a Discipleship Leader in the 9-12 th grade program. There shall be no more than one parent of a child serving on the YAB at the same time. The CYM shall be an ex-officio, non-voting member of the Board, and shall attend all Board meetings. Section 2. Selection of Board Members

To be qualified to serve on the Board as a regular member, an individual must be a registered member of the parish in full communion with the Catholic Church and be at least 18 years of age. In steady-state, new members will be appointed to the Board by the Pastor from a list of nominees, meeting the qualifications stated


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above, assembled as follows: Nominations for new board members shall be made by the current YAB in discussion and consultation with the DFO and the CYM. The DFO shall present the nominees to the Pastor for approval. Each new member selected by the pastor shall be given a copy of this charter before s/he begins serving his/her term. Section 3. Term of Office The regular term of appointment for a Board member shall be for three years, effective with the beginning of the fiscal year, July 1.* Two new members shall be appointed by the Pastor each year to replace two members whose terms are expiring. Reappointment to a second term on the Board is possible, provided that person remains eligible, as described. In the event that any member resigns or becomes unable to complete his term of appointment, an interim member meeting the qualifications listed above shall be appointed by the Pastor, with the advice from the elected Chair of the Board, the CYM and the DFO, to complete the unfinished term of the resigned or disabled member. Such interim appointees may be considered for up to two subsequent full-term appointments.


Section 1. Officers and Elections The officers of the Board shall consist of a Chairperson and Vice Chair / Secretary. At the first meeting of the fiscal year, the Board shall elect one of its members to serve as Chair, and one to serve as Vice Chair /Secretary, with their terms starting at the end of that meeting and extending through the following first meeting of the fiscal year. Section 2. Duties A. Chairperson - Shall preside at all regular and special meetings of the Board and initiate and lead such other activities of the Board as s/he deems appropriate. S/he shall set the agenda for each meeting, with input from the other Board members, and shall send meeting notification and agenda to all Board members, the CYM, the DFO, at least 7 days before each scheduled meeting. An annual written report of Board actions, including advice, recommendations, and commendations to the CYM, shall be prepared by the Chairperson and submitted to the CYM, DFO, and Pastor within one month before the end of the fiscal year. The CYM shall prepare and submit a written response to the Board on this report at the first meeting of the following


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fiscal year, and shall list which of the items of advice and recommendations s/he has accepted for implementation, together with which items s/he does not intend to accept, with reasons for these decisions. B. Vice Chairperson/Secretary - Shall preside at meetings in the absence of the Chair, and shall prepare, maintain on file, and circulate the minutes of board meetings, as corrected by the Board, to all members, the Pastor, CYM, DFO, Business/Office Manager, and Parish Council. Within one week after Board approval, said minutes shall also be posted on the Parish website. These minutes are to include any specific advice and recommendations to the CYM, as well as any commendations on areas or personnel that are performing well. C. The Executive Committee of the Board shall consist of the Chairperson, Vice Chairperson/Secretary, and the CYM, and be chaired by the Chair of the Board The Executive Committee shall act for the Board when the Board cannot meet and to perform other activities as directed by the Board.

ARTICLE VMEETINGS

Section 1. Meetings Normally, the Board will meet quarterly with the following agenda in mind: 1) August – Calendar for first semester 2) November – Calendar for second semester 3) February – summer events and Calendar 4) May – Nominate new board members. If necessary, additional meetings may be held, as determined by the Executive Committee. Board meetings are to be guided by a proposed agenda, prepared by the Chair, with input solicited from Board members, which can be modified as interest dictates. Effort should be made to eliminate artificial barriers and to facilitate free discussion. As one of the agenda items at each regular meeting, the CYM is expected to report to the Board on activities of the Youth program since the last meeting, including description of any problems and requests for Board advice and recommendations.


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Section 2. Quorum The CYM plus a simple majority of the voting members of the Board is required for the transactions of business, and a majority vote of those present shall be required for any recommendation or election. In the event a voting board member in not present, the DFO shall act a voting member or in the event of a split decision of the board. Section 3. Rules of Procedure The Board may establish its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order, latest edition, shall apply.


Section 1. Removal of Member Any member of the Board may be removed by the Board, with confirmation from both the CYM and DFO, upon receiving the affirmative vote of two-thirds (2/3) of all voting members of the Board, whenever in their judgment, the best interest of the Youth program shall be served by such removal.


Section 1. Proposed Amendments Proposed amendments to this Charter must be presented by a Board member in writing to the Board at least one meeting prior to voting on the amendments. With confirmation from both the CYM and DFO, any amendment must be approved by a two-thirds vote of the voting members of the Board. Upon consultation with the Managing Director of Formation and Operations and the Board, the Pastor may also amend the Charter.


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* For the initial Board, current members will continue to serve and will rotate off in accordance with rotation schedule mentioned above. APPROVED: ___________________________________ Date:_______________________Fr. Ken Harder, JCL, Pastor


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CHARTER FOR STEWARDSHIP COMMITTEE


The name of this organization is St. Francis Xavier Stewardship Committee. The Stewardship Committee (SC) will serve as the principal program manager for the implementation of Stewardship as a Way of Life. The SC will serve as the principal point of contact or coordination for all the volunteer ministries of the parish. The SC will directly report to the Managing Director of Formation and Operation (DFO), with secondary reporting to the Pastor.


Section 1. Purpose This committee focuses on implementing all aspects of Stewardship as a Way of Life in the two parishes (and later, in the single combined parish). This includes, but is not limited to: (1) working as directed by the DFO in all aspects of parish stewardship; (2) working with and coordinating all ministry activities; (3) initiating and coordinating specific programs to enhance collaboration of parish ministries; (4) proposing and implementing new formation activities for all parishioners; (5) any other activities deemed appropriate to enhance Stewardship as a Way of Life. This also involves working with, and supporting, any outside organizations hired or commissioned by the Parish to assist with stewardship activities. Section 2. Guidelines Because the concept of stewardship encompasses the activities of all ministries in the parish, the SC has as one of its key purposes the coordination and oversight of all ministries. This is important to ensure that ministries are efficient, productive, and that they do not overly duplicate efforts in another ministry. It is intended that each ministry have its primary reporting to the SC, with secondary reporting to the Pastor. The SC is to ensure that the ministries put into effect the four pillars of stewardship, namely: Formation, Hospitality, Prayer, and Service.


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CHARTER FOR STEWARDSHIP COMMITTEE (CONT’D 1)

Specific activities and ministries to address these are left to the SC’s discretion. However, a measure of success of the SC will be growth in contributions of time, talent, and treasure throughout the parish, as determined by the Managing Director of Formation and Operation (DFO).

ARTICLE IIIMEMBERSHIP OF THE STEWARDSHIP COMMITTEE

Section 1. Number and Representation The members of the SC will be a mix of not more than 17 active Catholic parishioners in St. John the Evangelist and St. Francis Xavier parishes, who are committed to working for parish growth in the areas of the 4 stewardship pillars. Section 2. Selection of Board Members To be qualified to serve on the Committee as a regular member, an individual must be a registered member of the parish in full communion with the Catholic Church and be at least 18 years of age. New members are recruited and selected by the SC. Each new member shall be given a copy of this charter before s/he begins serving his/her term. Section 3. Term of Office The regular term of appointment for a Committee member shall be for three years, effective with the beginning of the calendar year, January 1. New members shall be appointed by the SC each year to replace members whose terms are expiring.* Reappointment to a second term on the Committee is possible, but a member may serve no more than two full terms in succession. It is recommended that there be a continuous review of membership to ensure efficiency and continuity on the Committee. In the event that any member resigns or becomes unable to complete his/her term of appointment, an interim member meeting the qualifications listed above shall be appointed by the SC. Such interim appointees may be considered for two subsequent full-term appointments.


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ARTICLE IVOFFICERS OF THE STEWARDSHIP COMMITTEE

Section 1. Officers and Elections The officers of the SC shall consist of a Chairperson, Vice-Chairperson, and Secretary. At the first meeting of the calendar year, the Committee shall elect one of its members to serve as Chair, one to serve as Vice Chair, and one as Secretary, with their terms starting at the end of that meeting and extending through the following first meeting of the calendar year. Officers may serve multiple terms consecutively. Section 2. Duties A. Chairperson - Shall preside at all regular and special meetings of the SC and initiate and lead such other activities of the SC as s/he deems appropriate. As directed by the DFO, the Chair shall set the agenda at least one month before an upcoming regular meeting, with input from the other SC members, and shall send meeting notification, agenda, and any needed background materials to all SC members and the DFO, at least 7 days before each scheduled meeting. The Chair shall also consult with the DFO on stewardship matters as the need arises, but at least bimonthly. An annual written report of SC actions to the DFO, including advice, recommendations and commendations, and including progress on specific metrics established by the DFO, shall be prepared by the Chairperson and submitted to the DFO, the Pastor, and the Parish Council before the end of the calendar year. B. Vice Chairperson - Shall preside at meetings in the absence of the Chair, together with other duties assigned by the Chair. C. Secretary - Shall prepare, maintain on file, and circulate the minutes of committee meetings, as corrected by the SC, to all members, the DFO, and the Parish Council. These minutes are to include any specific advice and recommendations to the DFO, as well as any commendations on areas or personnel that are performing well. D. Executive Committee of the SC - Shall consist of the Chairperson, Vice Chairperson, and Secretary. The Executive Committee shall act for the SC when the SC cannot meet and to perform other activities as directed by the SC.


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E. A member of the SC shall be appointed as a liaison to facilitate regular communication with the Parish Council, and will attend meetings as requested by the Parish Council and/or the DFO.

ARTICLE VMEETINGS

Section 1. Meetings The SC will meet at least monthly, with specific dates, times, and locations established by the SC. If necessary, additional meetings may be held, as determined by the Chairperson. SC meetings are to be guided by a proposed agenda, and as directed by the DFO, with input solicited from SC members, which can be modified as interest dictates. The DFO is to be notified in advance of each meeting and the proposed agenda. Effort should be made to eliminate artificial barriers and to facilitate free discussion. As one of the agenda items at each regular meeting, the members should report to the SC on activities of their particular ministries, including description of any problems and requests for SC advice and recommendations. Regular communication with each ministry is expected . Section 2. Quorum The Chair or Vice-Chair plus a simple majority of the voting members of the SC is required for the transactions of business, and a majority vote of those present shall be required for any decision or election. Section 3. Rules of Procedure The SC may establish its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order, latest edition, shall apply.


Section 1. Removal of Member Any regular member of the SC may be removed by the SC upon receiving the affirmative vote of two-thirds (2/3) of all


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voting members of the SC, whenever in their judgment, the best interest of the stewardship program shall be served by such removal. Votes may be cast in writing in absentia.


Section 1. Proposed Amendments Proposed amendments to this Charter must be presented in writing to the SC at least one meeting prior to voting on the amendments. With confirmation from the DFO, any amendment must be approved by a two-thirds vote of the voting members of the SC. The Pastor shall also have the authority to amend this Charter, after consultation with the DFO and others of his choice. * For the initial years of SC composition during “start-up”, to insure that in operation there will always be a majority with some experience on the SC, the following approach will be used for the initial SC: 40% of the total members will be appointed for 3 years; 40% of the total members appointed for 2 years; and 20% of the members appointed for 1 year. As terms of each of these members expire, replacement members will be appointed for 3 year terms. Those not serving an initial 3-year term may be selected to serve one full 3-year term.

APPROVED: _______________________________________ Date ___________________ Fr. Ken Harder, JCL, Pastor

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