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Catholic Charities of BuffaloAPPEAL VOLUNTEER & EXECUTIVE LEADERSHIP
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CATHOLIC CHARITIES EXECUTIVE TEAM
Sister Mary McCarrick, OSF Dennis C. Walczyk Diocesan Director Chief Executive Officer218-1400 Ext. 290 [email protected] [email protected]
PARISH CHAIRRick CroninRetiredSocial Security [email protected]
COMMUNITY CHAIRMary Beth Mattimore (Beth) Deputy Regional AttorneyNational Labor Relations [email protected]
VICE / LEADERSHIP GIFTS CHAIRSC. Jake Schneider, AIAPresidentSchneider Design, Architects, PCSchneider Development, [email protected]
CHAIRSMichael & Maureen PrattPresidentPratt Collard Advisory [email protected]
CORPORATE CHAIRKathy Lawley BestDirector of OrganizationalDevelopment/CommunicationsLawley [email protected]
CORPORATE CHAIRWilliam Lawley Jr.Managing PartnerLawley [email protected]
PARISH APPEAL TEAM ROLE DESCRIPTIONS
5. NEW DONOR PROGRAMS - Organizes In-Pew program March 22-30 and Donor Registration table in church after masses on both Appeal weekends, April 5-6 and April 12-13.
6. Give post Appeal feedback to Catholic Charities leadership via the Appeal Volunteer Survey.
PARISH VICE CHAIR/ LARGE GIFT CHAIR
“You serve as the relationship manager for your parish and your existing Large Gift Donors. You also identify potential new Large Gift donors and communicate these prospects to Catholic Charities”
1. LARGE GIFT DONOR PROGRAMS- Using the Non Donor Report, the Large Gift Chair leads personal follow-up with any/ all outstanding Large Gift donors (> $250). This follow up begins BEFORE Appeal Sunday and concludes after Easter.
2. Considers hosting a Large Gift “Thank You” reception at the Parish Hall, as well as a “Mission of Hope” event at your Parish.
3. Refers potential Msgr. Conniff Society members to Catholic Charities for their follow up.
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PASTOR“You provide Spiritual Leadership and Appeal Team support for the Parish” 1. Encourages 100% parishioner participation in the Appeal by preaching a homily and providing spiritual support of the Appeal. (Reminder, consider using a Volunteer Appeal Speaker to share at Masses).
2. Identifies and recruits new Parish volunteers.
3. Ensures that Catholic Charities bulletin announcements are published weekly in your bulletin, Catholic Charities prayers of the faithful are used at all masses and Appeal posters are hung and brochures and other materials are utilized.
4. Supports Parish Appeal Team.
PARISH APPEAL CHAIR
“You serve as the communication link between your Parish Appeal Team and Catholic Charities”
1. Coordinates Parish level phone-a-thons.
2. Reports to Appeal Leadership team as web-based parish activity and non-donor reports. 3. Attends Appeal Workshop with Team members and recruits new Team members.
4. Uses Appeal communications effectively (Bulletin and Pulpit announcements, Prayers of the Faithful, Posters, Speakers, etc.) Ensures that all parish volunteers have provided their email address to the Appeal Leadership team so all will receive the weekly appeal e-newsletter.
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PARISH GIFT CHAIR “You serve as operations manager for Parish collections and returns”
1. GIFT PROCESSING - Ensures that at least two people are available to count and prepare parish returns on the two Appeal Sundays.2. Calls in Parish figures/returns to Diocesan Appeal headquarters and delivers returns to Appeal office in timely manner. Call 218-1400 between 9:00am- 4:30pm.
3. Coordinates phone call follow up efforts at the Parish level (<$250) after Appeal Sunday.
PARISH YOUTH CHAIR
“You serve to connect the young people of the parish with the Mission of Catholic Charities and fundraising efforts of the Appeal”
1. Ensures the Parish conducts at least one activity that connects parish Youth with the Mission of Catholic Charities.
2. Publicize the Get Real, Give Hope Facebook challenge to your parish community. Details at www.facebook.com/ ccbuffalo
PARISH APPEAL SECRETARY
“You serve as the backbone of the administration of the Appeal. You work with the Pastor and Appeal Chair to ensure a successful appeal.”
1. Updates Appeal office with any additions, changes or deletes to the Parish Mailing List (Master Report) during the course of the Appeal.
2. Makes sure that Bulletin Announcements and Prayers of the Faithful are used on a timely basis.
3. Counts all Appeal materials shipped and ensures sufficient materials are provided to support Parish efforts.
PLAN OF ACTIVITIESSECTION 2
Fulton-St. Brigid Food Pantry & Outreach
170 Fulton St., Buffalo
(716) 853-4456
Providing residents of the Commodore Perry Housing Development and surrounding area three days a week with essential food items, the Fulton - St. Brigid Food Pantry and Outreach also offers adult and youth sewing classes, an after school children’s program, budget assistance and advocacy and referral services.
Catholic Charities of BuffaloPARISH PLAN OF ACTIVITIES TIMELINE
DATE ACTIVITY WHO SEE PAGEAll Year Host a Catholic Charities “Mission of Hope” or thank you event.
Recruit new volunteers!Vice/Large Gift ChairPastor/Parish Chair
17
By11/29/13
Complete PDS Data Synchronization.Submit pastor signature, parish stationery file if changed from last year.Submit supply request.Submit parish appeal team contact info – especially email!
SecretarySecretaryPastor/Chair/Sec-retaryPastor or Parish Chair
1/7/14 Appeal 2014 Kickoff News ConferenceBegin using Bulletin Announcements.
Appeal StaffSecretary
21-23
1/11/14 For all workshops: Pick up parish supplies, otherwise mailed to rectory.11 a.m., Tri-County workshop – Bohn’s Restaurant, Batavia, NY
Parish Appeal Team
1/15/14 5:30 p.m., Erie County II – Christ the King Seminary, East Aurora, NY Parish Appeal Team
1/16/14 Corporate Kick-off Corporate – Appeal Team
1/24/14 Large gift/community/special parish solicitation mails. Appeal Staff1/25/14 11 a.m., Niagara County West workshop – Antonio’s, Niagara Falls, NY Parish Appeal
Team1/27/14 Plan a parish youth event to raise awareness of Catholic Charities.
Premium solicitation mailsYouth ChairAppeal Staff
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1/29/14 5:30 p.m., Niagara County East workshop – Tuscarora Inn, Lockport, NY
Parish Appeal Team
1/30/14 Corporate Solicitation and Signing Appeal Staff2/1/14 Publicize Appeal 2014; display banners and posters.
Review web-based reporting @ www.ccwny.orgPastor & TeamPastor & Parish Chair
20-24
2/1/14 9 a.m., Erie County I workshop – Catholic Charities Administrative Bldg.
Parish Appeal Team
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Parish Appeal Team = Pastor, Parish Chair, Vice/Large Gift Chair, Parish Gift Chair, Secretary, Youth Chair
DATE ACTIVITY WHO SEE PAGE2/8/14 11 a.m., Chautauqua workshop – White Inn, Fredonia, NY Parish Appeal
Team2/24/14 Parish Direct Mail solicitation mails. Parish cards delivered. Appeal Staff3/05/14 Ash Wednesday – Begin using Catholic Charities Prayers of the Faithful. Secretary/Pastor 242/15 - 3/1 Publicize the start of the Get Real. Give Hope. Facebook Challenge. Youth Chair3/22-3/23 In Pew program week 1; place In Pew insert into bulletins before mass. Parish Gift Chair3/29-3/30 In Pew week 2; play DVD/CD during homily, collect pledge cards. Parish Team &
youth4/06/14 Appeal Week First Sunday – Bring or phone in returns to 716-218-
1400Fifth Sunday of Lent – Use suggested homilyHold a new donor drive after all masses.
Parish Gift ChairPastorParish Team
34-352416
4/08/14 Appeal Week news conference Appeal Staff
4/09-4/12 Hold a lapsed donor phone-a-thon. Vice/Large Gift Chair
4/13/14 Appeal Week Second Sunday - Palm SundayPrepare and bring or phone in returns to 716-218-1400
Parish Gift Chair 34-35
4/15/14 Appeal Report news conference Appeal Staff4/20/14 Easter Sunday4/15-22 Hold a lapsed donor phone-a-thon. Vice/Large Gift
Chair4/25/14 Lapsed donor solicitation mails. Appeal Staff6/4/14 Phone program begins. Appeal Staff6/30/13 Appeal 2014 Finish line!
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FOR HELP WITH: CONTACT:
Parish ReturnsParish Direct Mail questionsWeb-based reporting questions
Fred Heuer, Appeal Parish Coordinator218-1450, ext. 220 (w)[email protected]
Parish supply requestsDonor updates and gift inquiriesNew donor registration kitsStock Donations
Cindy Scibetta, Sr. Appeal Specialist218-1450, ext. 292 (w)[email protected]
Parish supply requestsDonor updates and gift inquiriesVehicle Donations
Sister Mary Durenbeck, OSF, Appeal Specialist218-1450, ext. [email protected]
New Donor Registration ProgramIn Pew Program
Chuck Marra, Appeal Advancement Director218-1450, ext. 295 (w) 946-8639 (c)[email protected]
Parish Large Gift Donor ProgramsLeadership Gift Programs
Patsy Vincent, Volunteer & Event Coordinator218-1450, ext. 290 (w)[email protected]
Parish Large Gift Donor ProgramsLeadership Gift ProgramsIn Pew Program
David Sampson, Relationship Manager847-5590 (w) 235-0606 (c) [email protected]
Volunteer Appeal Speakers Rose Caldwell, Communications & PR Director218-1450, ext. 231 (w) 713-9548 (c)[email protected]
Get Real. Give Hope. Facebook Challenge Stephanie Hamm, Communications & PR Specialist218-1450, ext. 232 (w) [email protected]
Young Adult Networking EventPlanned Giving Website Support
Clara Spas, Development Associate218-1450, ext. 290 (w)[email protected]
SUPPORT STAFF TEAM
2014 Appeal
STEPS TO A SUCCESSFUL PARISH APPEAL!For 90 years the lifeblood of the Catholic Charities Appeal has been you, the Parish Volunteer. Parish Appeal Teams come in all shapes and sizes. We have volunteers who’ve been with us 6 months and some 60+ years. All of us share the same goal, to help those in need.
Whether you are a brand new parish appeal team member or a veteran, focus your efforts on the following steps to a successful parish appeal:
1. Assemble your Parish Team and Start Early a. Meet with your Pastor over coffee to review your Parish Performance Report. What worked? Discuss strategies for 2014. b. Review your Master Report with your parish secretary. Does it look complete? c. Get 1 new volunteer at your parish this year! Train your eventual successor. d. Review the 2014 plan of parish activities. Make sure your team understands their responsibilities. (Pp. 10-11)
2. Build Awareness of the Appeal Within your Parish a. Be familiar with the services of Catholic Charities, specifically in your area. Review the parish level service statistics included in your supply package. b. Utilize your Marketing Materials (large banner, posters, prayers cards in pews from Ash Wednesday to Palm Sunday, brochures in back of church).
c. Use sample bulletin announcements,
pulpit announcements and prayers of the faithful. Use the DVD or CD in mass as part of the “In Pew” program. (P. 21-23)
d. Consider a brief talk at Mass from a Catholic Charities volunteer or staff member. The talk is customized to your parish! (Pp. 24 )
3. Retention a. There is no more important supporter of the Catholic Charities Appeal than your Pastor. Ask your pastor to use the suggested homily for the 4th Sunday of Lent.
b. Include in your bulletin and ask your Pastor to share his thanks for your parishioner’s support of the Catholic Charities Appeal. Combine this with data on the number of people helped by Catholic Charities in your zip code. Because our Appeal exceeded goal last year we will be able to continue and expand support of our various programs. c. Make sure your Pastor is familiar with the In Pew script for the homily for the fourth Sunday of Lent. His personal endorsement of Catholic Charities and the In Pew process has the potential to increase your collection by 4 to 8%! (P. 15)
d. Hold a large gift donor thank you reception. Our staff will come to share stories of how your support has helped people in your area.
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Catholic Charities of Buffalo
4. VERY IMPORTANT: Design and Execute “Follow-Up” for Outstanding Donors a. Conduct a comprehensive follow-up to your parishioners. It is easier to “recapture” a recently lapsed non-donor than to reactivate a long-lapsed donor.
b. A large gift phone-a-thon is a critical to meeting goal. Plan at least one phone- a-thon for Appeal Week (March 30-April 5) or during Appeal Week (April 6-13). A volunteer can usually contact approximately 20 individuals per hour. See sample phone script on page 17. If you contact someone who has already given, use the call to thank them! Because of Caller ID technology, you may want to call from your parish phones.
c. The Non-Donor report contains names, phone numbers and last gift amount in descending gift amount order of donors who gave in the last two years. Starting from the top of this report and working down will optimize your team’s efforts by concentrating on larger donors first.
d. Plan now for a second phone-a-thon in late April.
5. Review Weekly Parish Reports a. On the internet, go to www.ccwny.org and click on the “Parish Login” at the bottom of the page. Enter your username and password and click “Login.” When the next page opens, click “Continue”. Click on the name of the report you wish to see. You
may also print off reports by clicking on the printer icon, or by clicking on “File” and then “Print”.
b. Web-based reports will be available beginning 2/3/14. If you need your parish login or username, please call Fred Heuer at 218-1450, ext. 220.
c. Available reports will include: i. Activity report by latest gift date ii. Activity report by alpha last name iii. Non-Donor report by largest outstanding gift received in the last 2 years, but not yet received for Appeal 2014 iv. Parish Master report of all donors from your parish database v. Parish Performance report - # of donors, average gift and total raised.
d. By carefully reviewing your Non-Donor and Activity reports, you can direct your parish volunteers to focus on “high return, high impact” efforts.
e. The Non-Donor report contains names, phone numbers and last gift amount in descending gift amount order. Starting from the top of this report and working down will optimize your team’s efforts by concentrating on larger donors first.
6. Report Parish gift returns for both First Sunday (April 6) and Appeal Sunday (April 13). a. Please designate a person on your team who will report all collections received but not yet delivered to the Appeal headquarters (741 Delaware Ave.) on both Report Sundays. Having as complete a total as possible is critical to assess the progress of the Appeal and to report our success to the community!
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NEW DONOR PROGRAMS Who is involved?
• Pastor provides directions using the In Pew program script at all Masses on March 29- 30th.
• Parish leadership team and volunteers: o Insert flyer in to bulletin o Provide, set up and run video/ audio equipment. o Distribute, collect and process In Pew program pledge cards.
• Catholic Charities In-Pew staff support: o Provide bulletin inserts, DVD or CD, In Pew program pledge cards, suggested script for the Homily on March 29-30, step-by-step instructions and resource requirements.
When will I receive my In Pew program packets?
• In Pew program materials will be sent to parish rectories by the first weekend in Lent. To receive your kit, please sign up at your workshop or call:
In-Pew Program Coordinator: Dave Sampson Phone: 716-847-5590 Email: [email protected]
IN-PEW PROGRAM
Objective: To increase total collected, total number of donors and to encourage the sup-port of new donors to the Catholic Charities 2014 Appeal.
How does it work?
• For the weekend of March 22-23, insert a flyer about a Catholic Charities client and the In Pew program into your parish’s bulletins.
• For the weekend of March 29-30th, during the homily your pastor affirms how important the work of Catholic Charities is and introduces a short DVD/CD. Your team distributes in-pew pledge cards and pencils, parishioners complete them, then a special collection of the completed cards is taken up at all Masses..
Benefits of the In Pew program based on past years’ results. 1. Increased parish Catholic Charities Appeal collection by 4 - 8%. 2. Increased total number of donors by 2 - 4%. 3. Increased registration, the program allows parish to identify families who may be attending the parish regularly but have not yet registered.
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DONOR REGISTRATION PROGRAM
already a donor. If he or she is a donor, please note the account number from the Parish Master List on the New Donor Card.
5. Organize the new pledge cards and include them with your regular parish returns.
To order a donor registration kit or if you have any questions, please contact Cindy Scibetta at 218-1450, ext. 292.
BUSINESS PARTNER OUTREACH
Each parish team is encouraged to work with small businesses within the parish – ex. restaurants, salons, dry cleaners, plumbers, shoe repairs shops, etc. and encourage their support of Catholic Charities by inviting them to participate in a program that would:
• Offer a percentage of sales (i.e., 5%) made during the appeal to Catholic Charities • Promote a “Catholic Charities Day or Week” at their store/office with a special (i.e., menu item) or promotion (i.e., $10.00 haircuts) where proceeds are given to Catholic Charities• Or, promote a “round-up” of cash sales (a $10.29 dry cleaning bill rounded up to $11.00 with extra .$71 going to Catholic Charities).
The parish promotes the participating merchants through pulpit announcements and bulletin messages, encouraging parishioners to support the merchants with their business both during and after the campaign. For assistance, contact Dave Sampson at (716) 847-5590.
The Donor Registration program provides a template to reach out to new donors or those donors who may not have given over the last two years. The program is packaged in a kit shipped from Catholic Charities to your parish containing the following items: Instruction sheet, Prayer cards, Blank pledge cards and envelopes, “Donor Sign-up Sign”, Receipt slips and Parish master list.
Here’s how the program works:
1. Ask your Pastor if you can set up a small card table in back of Church for two weekends: the opening weekend of Appeal week and the following weekend.
2. Have a Lector make an announcement at those Masses offering thanks and gratitude for those donors who have given or will give this year. Then announce that Parish Volunteers will be in back of church handing out blank pledge cards to NEW DONORS and will be accepting donations from NEW DONORS to Catholic Charities.
3. Utilize bulletin announcement.
Here’s what you do:
1. Organize your Parish Appeal Team to have at least one parish volunteer at the table before and after each Mass.
2. Set the table up with the contents of your DONOR REGISTRATION kit.
3. As parishioners approach the table, ask them if they’re new to the Appeal. If they are new, ask them to complete a blank pledge card before they leave.
4. Afterward, take a few moments to cross-check the new donor to the Parish Master List to be sure the parishioner is not
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LARGE GIFT DONOR PROGRAMS If it would make it easier for you, I’d be happy to take your pledge over the phone and Catholic Charities will bill you in June, August, October and December. I’d love to be able to tell Father that with your help we have surpassed our parish goal of <2013 amount from parish tracker.>”
MISSION OF HOPE PROGRAM/LARGE GIFT DONOR THANK YOU RECEPTION
In 2010, Catholic Charities began to implement a proven sustainability program called the “Mission of Hope.” Our goal is for the Appeal’s nearly 90 year legacy to continue to thrive, and to grow contributions to this critical yearly effort. Most importantly, our aim is to thank our donors, friends, family – and the community – and increase their understanding and excitement about our mission and the positive impact of our work.
Our team of Trustees, Appeal volunteers and staff will provide an insightful, 40 minute Mission of Hope presentation to your gathering of large gift donors, friends, family and neighbors. We ask that you provide the guest list, the location and some light refreshments. We will provide an engaging presentation led by leadership and staff that shares the story of Catholic Charities in a personal way that often touches the hearts of those who attend.
If you or a member of your parish would like to know more about our Mission of Hope pro-gram, or would like to be an Ambassador for Catholic Charities and host a Mission of Hope or Large Gift Donor Thank You reception, please contact Patsy Vincent at 716-218-1400 ext. 294 or email at [email protected].
LAPSED DONOR PHONE-A-THON
A large gift phone-a-thon is a critical to meeting goal. Plan a phone-a-thon for the week before Appeal Week (March 30- April 5) and a second phone-a-thon in early May.
1. Recruit volunteers. Let them know they will only be calling people who have supported Catholic Charities in the past and offering those donors the convenience of making a phone pledge that can be billed at a later time. This is NOT a high pressure sales call!
2. Review your Non-Donor report and cross off any donors whose gifts were received at the parish but have not yet been taken to the Appeal department for processing. The Non-Donor report contains names, phone numbers and last gift amount in descending gift amount order of donors who gave in the last two years but have not yet given to Appeal 2014. Starting from the top of the report and working down will optimize your team’s efforts by concentrating on larger donors first.
3. Provide your volunteers with scripts and a page from your Non-Donor report. A volunteer can usually contact approximately 20 individuals per hour. If you contact someone who has already given, use the call to thank them!
Sample Script:
“Hi, my name is <your name> and I’m calling on behalf of <pastor’s name> our pastor here at <parish name.> Recently, <pastor’s name> sent you a letter encouraging you to give to the 2014 Appeal for Catholic Charities. We are so grateful for your past support. I hope Father can count on your support again this year.
