Sorrowful MotherWheatfield, Indiana

Policies and Procedures

Approved by the Parish CouncilAug. 2

Table of Contents

I. General Policies

II. Liturgical Policies

III. Facilities Usage Policies

IV. Marriage Policies

V. Constitutions of Organizations

MISSION

The Mission of the Catholic Faith Family of Sorrowful Mother Parish in Wheatfield, In is to praise the name of Jesus by:

* Loving God and our neighbor, especially those in need;

* Worshiping God as a Faith Community in Word and Sacrament;

* Responding to ongoing personal conversion;

* Teaching of the Gospel message in the Catholic tradition to all cultures;

* Engaging in renewal, outreach, evangelization, and ecumenical cooperation.

We, the people of Sorrowful Mother Parish, gathered by the power of the Holy Spirit, are committed to responsible stewardship of our human and financial resources.

VALUES AND BELIEFS

The Catholic Faith Family of Sorrowful Mother Parish in Wheatfield, In, is committed to:*Enrichment of our relationship with God personally

and in Community* Sharing of our Catholic beliefs and traditions with One Another

Our ChildrenOur Absent Brothers and SistersOur Unchurched Brothers and Sistersand People of all Cultures.

*Service toOur Parish CommunityOthers with individual Needs

*Leadership committed to collaboration *Developing more lay leaders

OBJECTIVES

*BUILDINGS*LITURGY: * COMMUNITY*FAITH FORMATION: *OUTREACH:

Welcoming Policy

It is the policy of the parish to welcome parishioners to use our facilities.

Cleaning PolicyIt is the policy of the parish that all persons who use our facilities should cleanup after themselves. We should always leave the facilities in better condition than we found them. This includes taking down any decorations you put up. Any remaining food should not be left in the refrigerator or freezer of Klein Hall.

Key Policy

It is the policy that the pastor or administrator has the only authority to give a key to anyone.

Corpus Christi RuleIt is the policy of the parish to keep quiet before Mass, but to allow talking to take place in church after Mass is completed.

Scheduling

All scheduling for the parish is done through the pastor except for Klein Hall which

is done by Genny or Joe Misch..

Linen Policy

It is the policy of the parish that you may use tablecloths, towels etc. in Klein Hall. However, if they are used, you must launder them and return them within two days to their proper location.

Table and Chairs PolicyIt is the policy of the parish that if you move a table or chair, you must move it back at the conclusion of your event. Tables and chairs may not be borrowed.

Thermostat PolicyIt is the policy of the parish that you should not adjust any thermostats.

Trash PolicyIt is the policy of the parish that if you create trash, it is your responsibility

to take it to the dumpster.

Lights PolicyIt is the policy of the parish that before leaving a room, you should make

sure that all of the lights are off.

Restroom PolicyIt is the policy of the parish that before you leave a room, you should

check the restrooms to make sure the lights are turned out, and they are left in perfect order.

Hospitalization Notification PolicyIt is the policy of the parish that the pastor wishes to visit with everyone

when they are sick. Please notify the pastor on the Rectory answering machine when someone is ill. Do not assume that the hospital will notify the priest.

Bulletin Policy

It is the policy of the parish that if you want something put in the bulletin, you need to get it to the pastor before Wednesday morning.

Responsibility Policy

It is the policy of the parish that if you break or damage something you are responsible for repairing the damage.

Diocesan Background Check Policy

PurposeAs a Church, we value the safety of children in our care, the people whom we serve and our employees and volunteers. We want to take prudent measures to attempt to safeguard people from potential harm. Therefore, the diocese has implemented a policy on background checks for our priests, seminarians, religious and lay employees, and volunteers who have regular contact with children.

Parts of a Background Check Include:·  A review of the Indiana State Police criminal history database (county repositories may be checked as well to verify convictions or provide more information about convictions); ·                     A review of state and county criminal history databases in other states for employees or volunteers who live out-of-state or who have recently moved to Indiana; ·                     A review of the Indiana Sex Offender Registry; ·                     A check of child welfare agency records for substantiated reports of child abuse or domestic abuse; ·                     A check of driving records through the Indiana Department of Motor Vehicles (only for employees who drive as part of their job responsibilities and is indicated on the job description); ·                     A credit check (only for employees who have access to over $1,000 in funds and whose job description requires access to funds); and/or, ·                     Professional assistance in verifying convictions obtained though criminal history reports and researching details of convictions to allow for informed decisions on suitability for employment or volunteer service.

Background checks are conducted by a local firm, Results Inc., which specializes in obtaining criminal histories, driving records, and credit reports.

ScopeIt is the policy of the Diocese of Lafayette-in-Indiana to conduct background checks on the following individuals:

·                     All seminarians; ·                     All diocesan priests in active ministry; ·                     All religious order priests in ministry assignments within the diocese; ·                     All priests who are extern to the diocese and wish to have ministry within the diocese; ·                     All new religious and lay employees (except teachers and administrators who were checked when they received their licenses);

·                     All current religious and lay employees (except teachers and administrators who are checked every 5 years when they renew their licenses); ·                     All new volunteers who have regular contact with children (as described below); ·                     All current volunteers who have regular contact with children (as described below)

Background checks do not need to be conducted on lay employees or volunteers who are under 18 years of age since criminal records are not available for juveniles.

Contact With ChildrenIt is our policy to conduct background checks on volunteers who have regular contact with children. A regular volunteer is any person who functions in the name of the Church in a capacity of chaperoning, mentoring, supervising, teaching or training minors (those who are 17 years of age or younger) three or more times a year. Positions may include: athletic director, catechist, chaperone for overnight events, clerical/office help, crossing guard, custodian (school or parish), day care/extended care worker, instructional assistant, library assistant, maintenance (school or office), playground monitor, “room” mother or father, sacramental prep, scout volunteer (if not already checked), server trainer/sacristan, tutor/private instructor, youth choir director, youth ministry commission member, youth ministry activities team member, youth ministry program leader, youth ministry retreat team member. Checks are not expected for last-minute replacements where it would be impractical to do so.

Some of our schools have policies that require the parents of all students to volunteer for a specified number of hours during each school year. Checks are not required in those situations if contact with children is minimal.

Process for Employees and Volunteers Who Have Regular Contact With Children

·                     A diocesan application form with criminal history questions is completed. There are separate forms for employees and volunteers; ·                     Prior to beginning work or volunteer service, the individual completes the release form and returns it to the parish, school or agency, which will fax it to Results Inc.; ·                     The individual cannot start work or volunteer service until the check has been completed (except for licensed teachers and school administrators); ·                     If there is no criminal history, Results Inc. will send a report to the parish, school or agency within 2-3 business days verifying that a check has been completed. (Out-of-state checks may take longer.) ·                     If there is a criminal history, Results Inc. will send a report to the Human Resources Office within 2-3 business days, and Human

Resources will contact the pastor, principal or business manager. A conviction for a crime does not automatically preclude employment or volunteer service and individual circumstances will be considered, such as the nature and severity of the crime, the number of convictions, how long it has been since the convictions occurred, and the duties of the position.

Process for Current Employees and Current Volunteers Who Have Regular Contact With Children

·                     This process will be implemented in one deanery per month beginning in September 2003; ·                     The Human Resources Office will send pastors, principals and directors a release form that should be distributed to all employees (except for licensed teachers and administrators) and all volunteers who have regular contact with children as described above; ·                     The pastor, principal or business manager should ensure that all forms are completed and returned to Results Inc.; ·                     Results Inc. will send a list of persons with no criminal history to the pastor, principal or business manager within 30 days. (Out-of-state checks may take longer.); ·                     If one or more persons have a criminal history, Results Inc. will send a report to the Human Resources Office within 30 days, and Human Resources will contact the pastor, principal, or business manager. A conviction for a crime does not automatically preclude employment or volunteer service, and individual circumstances will be considered, such as the nature and severity of the crime, the number of convictions, how long it has been since the convictions occurred, and the duties of the position.

Due ProcessIf a record of criminal convictions is found, the employee or volunteer will be given a copy of the criminal history report and asked if it is accurate prior to any final decision. If the employee or volunteer disagrees with the accuracy of the report, the employee or regular volunteer may (at the discretion of the pastor, principal or business manager) be placed on administrative leave until the information on the criminal history report can be verified. The employee or volunteer may choose to provide other information about his/her criminal history that may be helpful in understanding the circumstances of what occurred. The final decision about new or continued employment or volunteer service will be made by the pastor, principal or business manager in consultation with the Director of Human Resources and, when necessary, the Vicar General and legal counsel. A similar process occurs when issues of concern are raised by credit reports or driving record checks.

Privacy

The privacy of the information obtained by the diocese through the background check will be respected. Information will not be shared with persons who do not have a need to know.CostA $15 fee will be charged to the parish, school or agency for a criminal history check. There is no additional charge for any follow-up that is needed to obtain more information about convictions. Driving record checks and credit checks cost an additional $10 each. Parishes, schools and agencies may choose to allocate some or all of this cost to employees and volunteers or to program participants through fees. QuestionsQuestions or comments about this policy can be directed to the Office of Human Resources at (765) 742-4852 or (800) 942-2397 Ext. 117; or to the Office of the Vicar General at (765) 742-0275 or (800) 942-2397 Ext 104.

Instructions for Lighting a Candle

1. Please select a candle and light it yourself. Candles and matches are located by the candle rack in church.2. Place your donation in the basket. The normal donation is $1.00.3. All candles should be in a double-insulated container or secured by a noncombustible base. Only parish purchased candles are allowed to be lit in the church. Candles should not be lit on holiday greenery (i.e. Christmas trees, wreaths).

Instructions for Having a Mass offered

1. Fill out the little white envelope (which is located in the bookcase in the back of church) and place your stipend for the Mass inside the envelope. The normal stipend is $10.00 for each Mass offered.2. If you have a certain day on which you would like to have the Mass offered, please indicate this clearly on the white envelope. (Masses are normally scheduled a year in advance.)3. If the person you are having the Mass said for is still living, please indicate this clearly on the white envelope.4. If you would like to have a card to mail to the person you are having the Mass said for or to the family of the person you are having the Mass said for, please take a card and envelope from the box and mail it to the person.

Mass intention requests

1. Write mass on working calendar. Specific requests are indicated by a circled asterisk.

2. Record mass date and time in Record book.

3. Record $$ on working list for Fr. Paul.

4. After depositing $$ send an email to Fr. Paul with the deposit amount and info.

5. After mass is celebrated record in Liturgical Desk Calendar. (usually quarterly.)

If someone requests a particular Weekend mass and one is already scheduled for that slot, the People’s mass can be moved to accommodate the request PROVIDED THAT there is a mass slot available in the same weekend to move the people’s mass to. It is the Bishop’s directive that one mass is said each weekend for the People of the Parish and that cannot be deviated from.

At the start of a new year:

Print off a calendar and mark Tuesdays as ‘no mass’ (an X works.)

Reserve one mass each weekend for ‘People of Sorrowful Mother Church’. Best to rotate them evenly.

Reserve the second Sunday 8:00 a.m. each month for Living & Deceased of Holy Name Society. Reserve one mass the 4th weekend of the month for Living & Deceased of Altar Rosary Sodality. They prefer theirs split between 5 pm, 8 am and 10:30 a.m. If the people’s mass falls on that date simply move it to another mass during that weekend. (I usually do this in September or so to make sure their dates are set and they are given priority.) They often forget to send a check, but a reminder phone call to the treasurer of each group takes care of that.

If a date is requested that is taken by a ‘People’s’ mass, the ‘People’s’ mass can be moved to any available mass in that weekend ONLY IF another mass is available in that weekend.

Fr. Paul usually reserves Easter and Christmas masses for ‘Priest’s Intention

Instructions given to a visiting priest

Dear Fr. ,

THANK YOU FOR HELPING US OUT THIS WEEKEND. YOUR HELP IS APPRECIATED.

1. Someone should set things up for you for Mass.

2. In the sacristy there is a key in the drawer with the purificators. The key goes to the top left second door which is where the chalices and key are located.

3. Sometimes in the communion procession a person will come up with an open pyx. If they do so, it is because they wish to take communion to someone immediately after Mass is completed. Please place one host in the pyx.

4. In case you need something please call .....1. Harvey or Harriett Risner 219-863-69782. Fred Laud 219-869-06443. Linda Misch 219-816-16974. Sr. Kathy 219-956-2726

5. If there is a second collection, please take it up immediately after the first collection. It should be placed in a separate bag and put away as usual

6. If there is an emergency please call Msgr. Sell at St. Cecilia's in Demotte 219-987-3511 or his cell number is 765-404-5956. My cell number is 219-819-0078. My email is ourpablo@aol.com

7. Someone should take you to dinner and Sunday breakfast. The person should turn in a bill for everyone to me so that the parish can take care of those expenses.

8. Please make yourself at home in the rectory.

Sincerely,

Rev. Paul W. Cochran

Instructions for setting up for Mass

1. Set a priest chalice on the credence table.

2. Set out the chalices,which the people drink from on the credence table. We always use

2 chalices.

3. Set the tabernacle key on the credence table.

4. Fill and set out the wine container. The filled wine container goes on the table at the

back of church. To fill the wine container use one cup per weekend mass.

5. Fill and set out the hosts. Normally we use 2/3 of a paten per weekend mass. The

hosts are to be set out in the back of church. Please put one large host in the paten as

well.

6. Put the water pitcher, towel, and bowl on the credence table.

7. Make sure there is a corporal on the altar. If there is not one please put one there.

8. Put the purificators on the credence table. We use three purificators for each Mass.

9. Turn on the microphone. The switch is on the surge protector between the microphone

boxes.

10. Make sure the collection basket is at the back of church.

Sorrowful Mother Parish Key Authorization FormNAME _____________________________________I have the following key or keys:_____Church _____Rectory_____Hall

I understand that I may not lend this key or keys to anyone.

I will make sure the lights are turned off and the doors locked when I leave.

I may not have any key or keys made.

It is my understanding that when the parish facilities are being used, at all times there will be proper supervision of anyone under the age of 18.

I also understand that if I lose a key, it may cost $400.00 to have new keys made, and I would be responsible for that cost.

If I fail to keep this agreement, I understand that I forfeit the rights to possess any key or keys to these buildings.

Signature______________________________Date______

Extraordinary Minister of Holy Communion

Thank you for volunteering to be an Extraordinary Minister of Holy Communion Sorrowful Mother Parish. You are a very important Apostolate for our parish.

As Extraordinary Ministers of Holy Communion our main focus is to distribute the Eucharist in the form of bread and wine at Mass. We are also called upon to take the Eucharist to persons who are sick in hospitals, nursing homes and in their homes.

There are Extraordinary Ministers of Holy Communion assigned for every weekend Mass. Your particular assignments will be made on the published schedule.

Your responsibilities include:

1) When you arrive at an assigned Mass, put on a medal, and be seated in your pew.

2) During the Lamb of God, all of the Extraordinary Ministers of Holy Communion should line up near the St. Joseph statue.

3) After the priest has received Communion, all of the Extraordinary Ministers of Holy Communion should line up on the top step by the altar.

4) The priest will distribute Eucharist to all of the Extraordinary Ministers of Holy Communion. The priest will then give the Eucharist for distribution.

5) The Extraordinary Ministers of the Cup will offer the Cup to the other Extraordinary Ministers of the Eucharist.

6) They will then take their places where they will distribute the Body and Blood of Christ to the people. Fr. Paul will distribute the Eucharist to the sick, meanwhile, the other Extraordinary Ministers of the Eucharist will begin distibuting Holy Communion.

7) While distributing Holy Communion, please be on the lookout for persons who steal the Eucharist. If you notice that someone has put the Eucharist in their pocket or otherwise not consumed it, please ask for it back. It is a terrible thought that someone would use the Eucharist for a Black Mass or discard it inappropriately.

8) Persons should not dip the host into the cup. If someone chooses to do this, please tell them after Mass that they should not do this.

9) When distributing the Eucharist, be as pastoral as possible!!!! If a person is not receiving Holy Communion, you are welcome to make the sign of the cross on their forehead as a sign of unity, but this is not a blessing.

10) Persons are expected to receive the Eucharist in a standing position. If a person chooses to kneel, DO NOT REFUSE THEM, but tell them that the practice in this diocese is to stand for the reception of the Eucharist.

11) If you are going to take the Eucharist to the Sick immediately after Mass, after you receive the Host place a host in your pyx.

12) Any Precious Blood not consumed by the congregation should be consumed by the Extraordinary Ministers of Holy Communion. This should be done in the sacristy. If you cannot finish the Precious Blood yourself, you should ask another Extraordinary Minister to help you. The Priest should be asked only as a last resort. 13) The Cups should be placed on the counter in the sacristy and covered by the cloth so that the priest can purify them after mass. 14) After Mass is completed, if you are taking the Eucharist to the Sick, you should take it as soon as possible to the sick person. Any hosts not consumed by the sick should be immediately consumed by the Eucharistic Minister.

Please remember that in distributing the Eucharist you are representing the Church, so please remember to dress appropriately. Dress should be modest and clean.

The parish sincerely thanks you for your time and energy in helping others to receive Jesus in the form of Bread and Wine. The Commissioning of Extraordinary Ministers of Holy Communion will take place at the regular Masses on the Feast of Corpus Christi. Please try to be present for this Commissioning.

God Bless you in your Ministry!!!!!

Extraordinary Ministers of Holy Communion: Communion to the Sick

1) Enter the sick person’s house with the Host in a pyx. Greet the sick parishioner.

2) Place the pyx on a convenient table or flat surface, preferably on a small white cloth.

3) Invite the person to pray. Pray the Lord’s Prayer.

4) Afterward, genuflect, open the pyx and hold the Host before the person. Say, “Behold the Lamb of God, behold him who takes away the sins of the world. Blessed are those called to the supper of the Lamb. Lord I am not worthy that you should enter under my roof but only say the word and my soul shall be healed.”

5) Then still holding the Host before the person say, “This is the Body of Christ.” Then give the Blessed Sacrament to the person.

Thank you for your help in caring for the sick. A priest will visit the sick on the First Friday of the month for the purpose of Anointing the Sick and offering the Sacrament of Reconciliation. Thank you again for your consideration of our sick members.

Readers

Thank you for volunteering to be a Reader at Sorrowful Mother Parish. Readers are a significant part of a parish noted to be vibrant and dynamic.

Our main focus is to proclaim the Word of God to the gathered assembly at Liturgy. It is a proclamation of the Word, not just a reading. If it’s just to be read, the congregation could do that for themselves. You are allowing the Holy Spirit to work through you so that the congregation hears “The Word of the Lord”. The Proclamation needs to be loud, clear and not done quickly. You need to have good eye contact and speak directly into the microphone.

Normally there should be one Reader assigned per Mass. If any reader is unable to help at an assigned Liturgy, he or she should call a substitute from the schedule. The reader should arrive at Church as least 15 minutes before the celebration of Mass. Please note that if you are absent 3 times, you may be dropped from the readers’ list.

Our responsibilities include:1) Prepare your reading before you get to Church. Read it aloud at least 4-5

times during the week. 2) When you arrive at Church, go up to the ambo and look at the Lectionary. 3) After the opening prayer, the reader walks to the ambo for the reading.. A) The reader does not read the explanation before the reading. The

reader then begins with “A Reading From ...”B) After the reading pause slightly before saying “The Word Of The Lord.” This is not part of the reading but a statement.C) Take a step back and bow your head for about 10 seconds in order to give every one a moment to reflect on what was just proclaimed. (If there is no music at a given Liturgy, the reader should also read the responsorial psalm).

4) The reader then proclaims the second reading following steps A, B, and C in step 3.

5) The reader reads the general intercessions for the mass.

The Parish sincerely thanks each of you for your time and energy in helping others to hear the Word of God proclaimed at Liturgy.

God Bless You in your ministry!!!!

ServersThank you for volunteering to be a Server at Sorrowful Mother Parish. Servers are a significant part of a parish noted to be vibrant and dynamic.

Our main focus is to assist the priest at the altar at Mass. From time to time we may be called upon to assist at Funerals, Weddings, Stations of the Cross and other Liturgical services.

There normally are three servers assigned per Weekend Mass. If any server is unable to help at a given Mass, they should call a substitute from the assignment sheets. The servers should then notify the other assigned servers as to who their substitute is. The servers should arrive at least 15 minutes before the celebration of Mass.

There are certain words our servers need to know.

Chalice The priest’s cup used for wine at Mass.Ciborium The bowl used for bread, usually has a lid on it.Paten The plate used for bread; does not have a lid on it.Stole The long scarf like garment the priest wears.Chasuble The outer garment the priest wears at Mass (different

colors.) Alb The white garment the priest wears under the

chasuble.Lectionary The Book containing the readings used at Ma

Roman Missal The Book containing the prayers the priest uses at Mass.

Purificator The rectangular cloth used to wipe the chalice, cups, and patens.

Corporal The square cloth placed on the altar for Mass.Credence Table The table used to set things on for Mass.Bowl The bowl used for the washing of the hands.Towel The towel used for the washing of the hands.Cruets The glass containers in which wine and water are put.Boat The container used to hold the incense.Thurible The container used to hold the charcoals for incense.

Server Responsibilities:1) Before Mass: Put on the server’s alb. Make sure that it does not drag on the ground. It should be at ankle height. Then light the candles on the altar. Please use the candle lighters to light the candles.

2) Entrance Procession: 3 Servers = 1 cross and 2 candle bearers2 Servers = 2 candle bearers1 Server = 1 cross bearer

The cross bearer goes first followed by the 2 candle bearers.3) At the foot of the altar, the servers should genuflect as the priest genuflects, except for any server who is carrying something. If you are carrying something, you should bow your head. To genuflect the server’s right knee should touch the floor. After the priest genuflects, the servers should set down the Candles and cross. Then the servers should be seated.4) Opening Prayer: When the priest says ,”Let Us Pray,” one of the servers should bring the Roman Missal to the priest. The server should close the Roman Missal when the people say, “Amen.” The Roman Missal should then be placed on the credence table, not on the altar.5) Offertory: After the intercessions one server should place the Missal, the Key, the cups, the purificators, the corporal and the Chalice on the altar. They should then go and help the priest as the people bring the gifts to the priest. The servers should place everything from the Offertory procession on the altar. The priest needs the water first. Secondly, the priest needs to wash his hands. One server should hold the towel, and the other server should hold the water and bowl.6) For the Eucharistic Prayer, all of the servers should kneel on the kneeler.7) The bells should be rung when the priest holds his hands over the bread and wine, and at the consecration.8) During Communion the two servers should clear the altar placing everything back on the credence table except for the key and the corporal.9) After Communion one of the servers should bring the water to the priest so that he canpurify the chalice. 10) One server should bring the priest the Roman Missal when he says, “Let Us Pray.” The Missal should be closed when the people respond, “Amen.” The Missal should be placed by on the credence table. 1 1) Recessional: As the priest kisses the altar, the servers should pick up the cross and candles and stand at the foot of the altar. They should genuflect or bow as at the beginning of Mass. The cross goes first followed by the candles, then the priest.12) After Mass: After Mass the servers should help by taking the water, key, and chalice to the sacristy. The servers should also put out the candles with the candlesnuffer. Then the servers should take off their albs and hang them up. 13) The servers must hang up their alb so that it will not fall down. The servers should also check to make sure that there are not any albs on the floor. If so, YOU MUST HANG THEM UP. Any albs on the floor of the cabinet are assumed to have come from the last Mass.

The Parish sincerely thanks each of you for your time and energy in helping the priest at the Altar.

God Bless you in your ministry!!!!

Server’s Quiz Name:____________

Vocabulary:______________________The cloth used to wipe the chalice.

______________________The thing used to hold the charcoals.

______________________The thing used to hold the incense.

______________________The vessel used for the wine at Mass.

______________________The vessel with a lid used for bread at Mass

_______________________The outer garment the Priest uses at Mass.

At the beginning of Mass:1). When the Servers reach the foot of the Altar as the Priest genuflects, the Servers

should

____________________________ unless they are carrying something; then they should

_________________________________.2). The server should bring the______________________________to the Priest when he says____________________________________. The book should be closed when the people say____________________________________.

At the Offertory:1). One server should place_________________________________________________

____________________________________________________________on the Altar.2). After the people bring up the gifts, everything goes on the __________.

3). After the Priest offers up the Bread, and says “Blessed are you Lord God of all creation, etc,” he needs first the __________________________________. Then the priest needs to__________________________________________________. For this, one server holds the______________________________the other server holds the_________________ and the________________________________________

After Mass:1). Servers need to hang their________________________________in the sacristy.

The Parts of the Mass

Entrance Rites

Entrance SongEntrance ProcessionSign of the CrossGreetingPentitential RiteGloriaOpening Prayer

Liturgy of the WordFirst ReadingResponsorial PsalmSecond ReadingGospelHomilyCreedPrayers of the Faithful

Liturgy of the EucharistPreparation of the AltarOffertory ProcessionPreparation of the GiftsWashing of the HandsPrayer over the GiftsPrefaceHoly, Holy HolyEucharistic PrayerMemorial AcclamationOur FatherSign of PeaceLamb of GodHoly CommunionClearing of the AltarPrayer after Communion

Concluding RitesAnnouncementsFinal BlessingRecessional SongRecessional

Stations of the CrossEntrance Procession: The cross goes first followed by the 2 candle bearers. Walk down the aisle just like at the beginning of Mass. After the priest genuflects, put the cross and candles down. The 2 candle bearers should pick up the thurible and the boat and stand ready to incense the Blessed Sacrament. The other server should kneel next to the priest.

Readings: When the priest goes to the ambo all of the servers should stand for the reading of the Gospel. They should sit for the homily or short meditation.

Stations: When the priest kneels at the foot of the altar after the homily, the servers should pick up the cross and the candles. When the priest begins to walk around the church, the servers should follow the priest. A candle bearer should go first, followed by the priest, followed by the cross, followed by the other candle bearer.

After Stations: When the priest kneels back at the foot of the Altar, the cross should be set back down and the cross bearer should kneel as at the beginning. The candle bearers should place their candles down and pick up the thurible and the boat. After the priest incenses, place the thurible and the boat down and kneel next to the priest. The cross bearer should pick up the Humeral Veil (the Humeral Veil is the very long rectangular garment which is used for the Blessing) and help the priest place it on his back and then kneel for the blessing. After the blessing is over, the cross bearer should help the priest take off the Veil.

Closing: When the priest stands after putting the Eucharist away, the servers should pick up the cross and candles as at the beginning of the service, and leave as at Mass.

Serving at Funerals

For Funerals everything is the same as at Mass with these exceptions:

1. At the beginning of the Mass, one server takes the cross, another one the pall (which is the long white garment used to drape the casket), and the other one takes the holy water. The priest gives the pall to the family to put on and sprinkles the casket before the entrance procession.2. At the end of Mass, one server should pick up the cross, one should pick up the boat, and the other one should pick up the thurible. The priest needs to incense the casket before the recessional.

CantorsThank you for volunteering to be a Cantor at Sorrowful Mother Parish. Cantors are a significant part of a parish noted to be vibrant and dynamic.

Our main focus is to help the assembly praise Almighty God through music. We do this with the hymns, which are chosen, as well as with the Responsorial Psalms selections.

Our responsibilities include: 1) Before each Liturgy:

a) Check the music with the accompanist finishing no later than 5 minutes before Mass begins.

2) Greet and prepare the Assembly (before the prelude) a) Teach psalm or new hymn.b) Make a brief announcement only if needed.

3) Prelude Music (Short and Prayerful)a) Played by organist.b) Performed by a group.c) Sung by a cappella singers (let other liturgical ministers know that you

are doing this.)

4) Announce the Gathering Hymna) Speak slowly and distinctlyb) Give the book, the number, the name, and repeat the number.c) Watch for the response of the assembly.

5) Gloria to be led by the cantor

6) Liturgy of the WordA. Responsorial Psalm

a. Guidelines say this must be a psalm.b. The psalm of the day should be used.c. Seasonal psalms are used as directed as an exception.d. Psalm Format

i) Cantor comes forward after lector’s pauseii) Instrumental melody of refrain is playediii) Cantor sings the refrainiv) The Assembly sings the refrainv) Verses follow with refrains in between

B. Gospel Acclamationsa. The Allelulia is sung by the cantorb. The Assembly sings the Allelulia

c. The verses of the day are sungd. The Allelulia is sung by cantor, choir, and assembly.e. During the Lenten Season do not use the Allelulia, but the Praise to YouLord Jesus Christ...

7. Liturgy of the EucharistA. Preparation of the Gifts

a. May be sung by cantor, choir, an instrumental or the assembly B. Holy Holy Holy

C. Memorial AcclamationD. Great AmenE. Lamb of GodF. Communion Song

a. Announce the hymn slowly and distinctly.G. Meditation

a. Sung by choir, cantor or instrumental.8. Announce the Sending Forth hymn

a. Speak slowly and distinctlyb. Give the book, the number, the name and repeat the number.

The Parish sincerely thanks each of you for your time and energy in helping others to praise the Lord through Music.

God Bless you in your ministry!!!!!!

Sorrowful Mother Parish

New Parishioner Registration Form

Date:_____________________

Title: (Mr./Mrs.) ____________ First Name____________________

Last Name: (Male) ____________ Last Name: (Female) ______________

Middle Initial: ________________ Middle Initial: ___________________

Address: ___________________________________________________________

City, Stqate & Zip: ___________________________________________________

Birth Date: (Male)_______________ Birth Date: (Female) ______________

Place: _______________________ Place: _________________________

Religion: _____________________ Religion: _______________________

Occupation: __________________ Occupation: ____________________

Work Phone: _________________ Work Phone: ___________________

Home Phone: _________________ Home Phone: ___________________

EDUCATION:

High School (Male): ____________ High School (Female): _____________

Location: ____________________ Location: ______________________Graduation Date: ______________ Graduation Date: ________________

College Name: ________________ College Name: __________________

Degree Earned: _______________ Degree Earned: _________________

Date: _______________________ Date: _________________________

SACRAMENTS:Baptism (Male) _______________ Baptism (Female) ________________Reconciliation: ________________ Reconciliation: __________________First Communion: ______________ First Communion: _______________Confirmation: _________________ Confirmation: __________________

MARITAL STATUS:

Male FemaleSingle: _____ Married: _____ Single: _____ Married: _____Divorced: _____ Widowed: _____ Divorced: _____ Widowed: _____

PARISH CENSUS FOR CHILDREN

Last Name: ___________ First Name: _________________ Middle: _____________

Age: ______ Date of Birth: _______________ Religion: ______________________

Name of School: ________________________________________________________Sacraments: Baptism: _____ Reconciliation: ________ First Communion: ________Confirmation: __________Last Name: ___________ First Name: _________________ Middle: _____________

Age: ______ Date of Birth: _______________ Religion: ______________________

Name of School: ________________________________________________________Sacraments: Baptism: _____ Reconciliation: ________ First Communion: ________Confirmation: ___________Last Name: ___________ First Name: _________________ Middle: _____________

Age: ______ Date of Birth: _______________ Religion: ______________________

Name of School: ________________________________________________________Sacraments: Baptism: _____ Reconciliation: ________ First Communion: ________Confirmation: ___________Last Name: ___________ First Name: _________________ Middle: _____________

Age: ______ Date of Birth: _______________ Religion: ______________________

Name of School: ________________________________________________________Sacraments: Baptism: _____ Reconciliation: ________ First Communion: ________Confirmation: ___________Ministries in which you or members of your family are now serving or would be interesting in serving.

Acolyte: _____ Lector: ______ Usher: ______

Eucharistic Minister: ______ Rel. Ed. Teacher: _____ R.C.I.A. _____

Altar-Rosary Sodality: ______ Youth Ministry: ______

Evangelization Committee: _____ Holy Name Society: _____

St. Ann Sew Club: _____ Food Pantry__________

Other: (Please Specify): __________________________________________________

___________________________________________________________________________

Name of the last Parish at which you were registered: _________________________________

___________________________________________________________________________

Is there anything else about yourself or your family that you would like Father Paul to know?

_____________________________________________________________________________

_____________________________________________________________________________

Sorrowful Mother Catholic ChurchReligious Education (CCD) Registration

Parents' Name (s) (First and Last)________________________________________________

__________________________________________________________________________

Address ___________________________________________________________________

Phone _______________ Email Address _________________________________________

#1 child #2 childName _____________ Name _____________D. O. B. ____________ D. O. B. ____________Grade in CCD _________ Grade in CCD _________

Please check the Sacraments your child has received.

Baptism _____ Baptism _____1st Reconciliation _____ 1st Reconciliation _____1st Communion _____ Ist Communion _____Confirmation ____ Confirmation _____

#3 child #4 childName _____________ Name _____________D. O. B. ____________ D. O. B. ____________Grade in CCD _________ Grade in CCD _________

Please check the Sacraments your child has received.

Baptism _____ Baptism _____1st Reconciliation _____ 1st Reconciliation _____1st Communion _____ Ist Communion _____Confirmation ____ Confirmation _____

Does your child (children) have any medical problems of which the catechist should be aware? If so please explain briefly.

Emergency Name and Contact Number (in case you cannot be reached)

Baptism Registration Form

SORROWFUL MOTHER PARISH AT WHEATFIELD

Name of Child: __________________________________________________________

Address: _______________________________________________________________

Telephone Number: ______________________________________________________

Date of Birth: ___________________________________________________________

Place of Birth: ___________________________________________________________

Date of Baptism: _________________________________________________________

Father’s Name: __________________________________________________________

Religion of Father: _______________________________________________________

Mother’s First name and Maiden Name: ______________________________________

Religion of Mother: _______________________________________________________

Were Parents Married by a Catholic Priest? ____________________________________

Godfather’s Name: _______________________________________________________

Is Godfather a Catholic? ___________________________________________________

Godmother’s Name: ______________________________________________________

Is Godmother a Catholic? __________________________________________________

Is either Godparent represented by Proxy? _____________________________________

Name of Proxy: __________________________________________________________

Was the child privately baptized? ____________________________________________

Was the child adopted? ____________________________________________________

Name of Priest: __________________________________________________________

Parish at which you are Registered: __________________________________________

PARISH CERTIFICATE THIS IS TO CERTIFY That______________________________________________________________, an active member of this Parish, is a Catholic and is qualified to act as a Sponsor for the Sacraments of Baptism and Confirmation and as a Witness for the Sacrament of Matrimony.

Date __________________________ Rev.________________________________ SORROWFUL MOTHER PARISH

SORROWFUL MOTHER CATHOLIC CHURCHWheatfield, In

Rental Agreement

DATE:___________________________________________________ADDRESS_______________________________________________TELEPHONE #___________________________________________OCCASION_____________________________________________DATE TO BE RENTED____________________________________HOURS TO BE USED ____________________________________

Hall Rental Rates:

Non Parishioners: Hall Rental $100.00 Security Deposit $75.00Insurance $100.00

Parishioner: Hall Rental $0.00 Security Deposit $75.00 Insurance $100.00

All fees paid by NON-Parishioners must be paid by either cashier check or money order. No personal checks accepted. Personal checks will be accepted from Parishioners. Checks should be made payable to Sorrowful Mother . The coordinator will determine if the Security Deposit will be refunded after the event has been cleaned up.

Renter must contact the Hall Coordinator and make arrangements for unlocking the hall.

SIGNATURE OF RENTER:

___________________________________________DATE______________________

SORROWFUL MOTHER CHURCHRENTAL INFORMATION

DATE:

WHO WILL BE RENTING THE HALL:

PARISHIONER_________________________________

NON-PARISHIONER____________________________

WHAT WILL THE HALL BE USED FOR

BRIDAL SHOWER ______BABY SHOWER ______WEDDING RECEPTION ______ANNIVERSARY PARTY ______GRADUATION OPEN HOUSE ______OTHER _____________________________________

NUMBER OF PERSONS THAT WILL ATTEND ______DATE YOU WISH TO RENT THE HALL ______TIME YOU WISH TO BEGIN RENTAL ______TIME YOU END RENTAL ______

YOU MAY NOT REMOVE ANY CHURCH PROPERTY FROM THE HALL.ALL TRASH MUST BE REMOVED IMMEDIATELY FOLLOWING THE RENTAL.FLOORS MUST BE SWEPT AND ANY SPILLS WIPED UP WITH WATER ONLY.ALL TABLES, CHAIRS AND EQUIPMENT USED MUST BE RETURNED TO THEIR ORIGINAL PLACES.YOU WILL NEED TO BRING PAPER SUPPLIES, FOR INSTANCE TABLE PAPER, PLACEMATS, PLATES, NAPKINS, SILVERWARE/PLASTICWARE, SERVING PLATES. PLATTERS BOWLS ETC. DISH TOWELS OR PAPER TOWELS.YOU MAY USE THE NORTH SIDE OF THE KITCHEN WHICH INCLUDES STOVE, REFRIGERATOR, COOLER, WARMER, SINKS AND COFFEE POTS.IN THE EVENT THAT A PARISHIONER SHOULD PASS AWAY WE USUALLY HAVE A FUNERAL DINNER WHICH WOULD EFFECT A WEEK DAY OR A SATURDAY, SO WE MAY REQUEST THAT YOUR PARTY BE RESCHEDULED LATER IN THE AFTERNOON.SUNDAYS FROM SEPTEMBER 1 THROUGH JUNE 1 THE HALL WILL BE AVAILABLE AFTER RELIGIOUS EDUCATION PROGRAM.IN GENERAL ALL FOOD SHOULD BE PREPARED OFF SITE AND HEATED UP IN OUR KITCHEN. ALL RENTALS SHOULD BE SCHEDULED AT LEAST TWO MONTHS IN ADVANCE SO THATPROPER INSURANCE CAN BE SECURED.

SIGNATURE OF RENTER________________________________________DATE_____________

PARISH HALL RENTAL;

TO RENT SORROWFUL MOTHER PARISH HALL YOU MUST CONTACT THE RECTORY AT 956-343 SO THAT SOMEONE CAN SCHEDULE YOUR RENTAL AND MAKE SURE THE HALL IS READY FOR YOU TO USE. AT THAT TIME THEY CAN GIVE YOU A QUOTE FOR THE RENTAL: THE HALL IS AVAILABLE FOR RENTAL BY INDIVIDUALS, GROUPS, PARISH ORGANIZATIONS, (PARISHIONERS ALSO NEED TO LET US KNOW WHEN THEY NEED TO USE KLEIN HALL SO THAT NOTHING ELSE IS SCHEDULED AT THE SAME TIME, SO AS SOON AS YOU KNOW WHEN YOU NEED TO USE THE HALL OR IF YOU HAVE SCHEDULES ALREADY MADE UP FOR THE YEAR PLEASE GIVE THEM A COPY) THANK YOU!

FACILITY USAGE/INDEMNITY AGREEMENT

The Facility Usage/Indemnity Agreement must be used when non-parish sponsored or affiliated groups use parish facilities on a short-term basis such as one day or a week. The following groups are examples of nonparish sponsored or affiliated groups that should sign the Facility Usage/Indemnity Agreement:

1.Girl Scouts, Knights of Columbus, American Legion or other similar organizations that use parish facilities for meetings or fundraisers 2. AAU sport teams or non-parish sponsored sport classes/clinics.3. Parishioner and non-parishioner families that rent or use parish facilities for wedding receptions, family reunions, anniversary parties or other similar activities. (In lieu of signing the Facility Usage/Indemnity Agreement, a parishioner or non-parishioner family would be eligible to purchase “special event” liability coverage through Catholic Mutual.) Please note that funeral luncheons are parish sponsored events.4. Any other, organization, municipality or county organization that uses parish facilities for a meeting or function that is non-parish sponsored.

The Facility Usage/Indemnity Agreement requires the facility user to provide the parish with a certificate of insurance documenting general liability coverage in the amount of $1,000,000 per occurrence. This certificate of insurance must name your parish and the Diocese as an additional insured. It is not adequate to obtain a certificate of insurance, which names the parish as a “certificate holder.”

It is often asked what criteria an organization must meet to be parish sponsored or affiliated. In the event of an insurance claim involving a potential non-parish sponsored activity, the following questions would be asked to further determine if a group was parish sponsored and eligible for insurance coverage:

1. Did the parish have full control over the group or function?2. Did any costs or fees associated with the function flow through parish accounts?3. Was the function or group open to all parish members?4. Was the purpose of the function or group to facilitate learning, raise revenue for

the parish or provide a social service on behalf of the parish?5. Was the teacher or leader of the group a parish volunteer or employee?

In general, a group, which does not meet the definition of an affiliated organization or is unable to answer the above five questions in the affirmative would not be parish sponsored. Accordingly, that group must sign the Facility Usage/Indemnity Agreement and supply the parish with the necessary insurance documentation.

FACILITY USAGE/INDEMNITY AGREEMENTPARISH:______________________________________________________________________

PARISH is understood to include the Diocese of Lafayette-in-Indiana.

FACILITY

USER:_____________________________________________________________________

DATES OF FACILITY USAGE:

_________________________________________________________

TYPE OF FACILITY

USAGE:___________________________________________________________

The above named FACILITY USER agrees to defend, protect, indemnify and hold harmless the above named PARISH against and from all claims arising from the negligence or fault of the above named FACILITY USER or any of its agents, family members, officers, volunteers, helpers, partners, organizational members or associates which arise out of the above identified FACILITY USAGE at the above named PARISH.

FACILITY USER agrees to provide a certificate of insurance to the PARISH, which provides evidence of general liability coverage of not less than one million dollars ($1,000,000) per occurrence. FACILITY USER also agrees to have the PARISH named as an “Additional Insured” on its general liability policy for the DATE(S) OF FACILITY USAGE in relationship to the TYPE OF FACILITY USAGE for claims which arise out of FACILITY USER’S operations or are brought against the PARISH by FACILITY USERS’ employees, agents, partners, family members, students, customers, function attendees, guests, invitees, organizational members or associates. FACILITY USER also agrees to ensure that its liability insurance policy will be primary in the event of a covered claim or cause of action against PARISH.

If and only if FACILITY USER fails to comply with the above (second) paragraph, then the above named FACILITY USER agrees to protect, defend, hold harmless and fully indemnify the above named PARISH for any claim or cause of action whatsoever arising out of or related to the usage which takes place during the above identified DATE(S) OF FACILITY USAGE that is brought against the PARISH by the above named FACILITY USER or its employees, agents, partners, family members, students, customers, function attendees, guests, invitees, organizational members or associates, even if such claim arises from the alleged negligence of the PARISH, its employees or agents, or the negligence of any other individual or organization. If any sentence or paragraph of this agreement is held invalid, it is agreed that the balance thereof, shall continue in full legal force and effect.

SIGNED BY:____________________________________________________________(Must be an official agent of FACILITY USER)NAME(Please print):____________________________________________________________

DATE:________________________________________________________________________

ADULT HOLD HARMLESS/INDEMNITY AGREEMENTIdeally, individuals utilizing parish premises for activities that are neither parish sponsored nor affiliated, should be providing the parish with a certificate of insurance

naming the parish and the Diocese as an additional insured. However, in certain instances when groups or individuals do not have insurance, the Adult Hold Harmless Indemnity Agreement can be used. The Adult Hold Harmless Indemnity Agreement has not been designed to be a replacement for insurance, but has been developed only for certain situations. Specifically, the Adult Hold Harmless Indemnity Agreement must be utilized for the following situations that are often encountered by parishes:

1. Adult Athletic Participation - Adults who use or rent the parish gym for “non-parish sponsored” basketball or volleyball must sign the Adult Hold Harmless/Indemnity Agreement. It is not adequate to have one representative of a sports group sign an agreement. Each individual must sign an agreement for the contracts to be valid. Please note that a new agreement does not have to be obtained for each usage of the gym if the gym is being utilized on a seasonal basis. Instead, the parish may obtain one signed agreement per individual, per season.

2. Craft Fairs - Considering that a parish craft fair usually involves a large number of craft vendors, it is impossible to obtain a certificate of insurance from each vendor. Instead, an Adult Hold Harmless/ Indemnity Agreement should be distributed with the craft vendors’ registration material for the vendor to sign. A craft vendor who does not sign an Adult Hold Harmless/Indemnity Agreement should not be allowed to participate in your parish’s craft fair.

3. Other Small Groups - In rare instances, the Adult Hold Harmless/Indemnity Agreement can be used for very small groups that do not have liability insurance. Similar to the adult athletic participation, in these cases an Adult Hold Harmless/Indemnity Agreement must be obtained from each individual of each group who utilizes parish facilities. When dealing with large groups, it is not feasible to have each group member sign an agreement. Considering this, large groups must sign the Facility Usage/Indemnity Agreement, which requires insurance.

The Adult Hold Harmless/lndemnity Agreement is a legal contract between your parish and the individual who signs the agreement. The agreement will effectively bar the signer of the agreement from making a claim against the parish. Please note that the Adult Hold Harmless/Indemnity Agreement is only valid when the signer is at least 18 years of age. The parish should not alter the agreement in any way as an alteration could result in nullifying the legality of the agreement. Original copies of signed Adult Hold Harm1ess/Indemnity Agreements should be kept in parish files for at least two years. Injuries and accidents are often not promptly reported, necessitating the need for original copies to be maintained.

ADULT HOLD HARMLESS/INDEMNITY AGREEMENT

PARISH:________________________________________________________________

ACTIVITY PARTICIPANT OR FACILITY USER:_____________________________

DATES OF ACTIVITY OR USAGE:________________________________________

TYPE OF ACTIVITY OR USAGE:__________________________________________

The above named ACTIVITY PARTICIPANT OR FACILITY USER agrees to defend, protect, indemnify and hold harmless the above named PARISH against and from all claims arising from the negligence or fault of the above named ACTIVITY PARTICIPANT OR FACILITY USER or any of their agents, family members, officers, volunteers, helpers, partners, organizational members or associates which arise out of the above named ACTIVITY OR USAGE at the above named PARISH.Additionally, the above named ACTIVITY PARTICIPANT OR FACILITY USER agrees to protect, defend, hold harmless and fully indemnify the above named PARISH for any claim or cause of action whatsoever arising out of the abovementioned ACTIVITY OR USAGE which takes place during the above identified DATE(S) OF ACTIVITY OR USAGE that is brought against the PARISH by the above named ACTIVITY PARTICIPANT OR FACILITYUSER or their family members whether such claim arises from the alleged negligence of the PARISH, its employees or agents or ACTIVITY PARTICIPANT or FACILITY USER’S negligence. If any portion of this agreement is held invalid, it is agreed that the balance thereof, shall continue in full legal force and effect.

SIGNED BY:___________________________________________________________________

NAME (please Print):____________________________________________________

DATE:_________________________________________________________________

GUIDELINES FOR KLEIN HALL RENTAL/USAGE

SAFETY GUIDELINES FOR PARISH HALL RENTAL/USAGE

IntroductionThe following safety and insurance guidelines are designed to assist parishes with the rental/usage of their parish hall. The guidelines focus on safety recommendations to reduce or prevent the most common claims associated with parish hall rentals. If the information outlined in these guidelines does not adequately address your questions, please contact Catholic Mutual’s Risk Management Department at (800) 228-6108.

Parish Hall CoordinatorEach parish should appoint an individual to regulate the usage of the parish hall. The parish hall coordinator will be responsible for ensuring that the safety requirements outlined in these guidelines are met. The parish hall coordinator also allows for easy identification of the individual responsible for decisions associated with usage of the hall.

Parish Sponsored Versus Non-Parish Sponsored Hall UsageThe parish hall coordinator should determine whether or not an activity in the parish hall is parish or nonparish sponsored. The criteria on the Facility Usage Indemnity Agreement will assist in identifying whether the activity or group is parish sponsored.

If an activity is parish sponsored, it will usually be covered under the Diocese’s insurance program. The hall safety guidelines should still be followed for a parish- sponsored activity. If it is determined that the hall usage is non-parish sponsored, there are two options:

1. The organization or individual using parish facilities can complete the Facility Usage/Indemnity Agreement. This agreement requires $1,000,000 in liability coverage. The liability coverage must name your parish and the Diocese as an additional insured.

2. If available within your Diocese, Special Events Coverage can be utilized to cover the individual or organization holding the activity, as well as the parish and the Diocese.

Please contact Catholic Mutual if you desire any assistance differentiating between a parish and non-parish sponsored activity.

Parish Premises SafetyMost claims associated with parish premises result from slips, trips, and falls. The majority of these accidents can be prevented with a good parish inspection and maintenance program.

Exterior Hazards. Weather Related Perils - Snow and ice frequently cause slip and fall accidents.

Fortunately, proper snow removal procedures along with salting can effectively treat this hazard. Activities in parish halls usually involve numerous people. Therefore, it is critical that the parish hall coordinator ensure that staff is available for snow and ice removal before, during and after an activity. Additionally, snow removal equipment and salt should be made available to the hall user.

. Cracked and uneven pavement! Sidewalks are a common exterior trip hazard. Uneven surfaces should be identified and repaired (if possible, prior to a parish hall activity). If a permanent repair is not possible, uneven areas should be highlighted with yellow, orange, or white paint.

. Inadequate lighting often leads to an accident. Accordingly, parking lots and sidewalks should be well lit.

Interior Hazards. Indoors, people most commonly slip on debris or condensation. During large events in

parish halls, it is common for debris to accumulate on floors or condensation to be tracked in from the outdoors. In either case, it is critical that parish maintenance be present to monitor tracking services and clean as necessary. For a non-parish sponsored use of the hall; another option is to furnish cleaning supplies to the individual or group using the hall.

. Adequate lighting is also critical to prevent outdoor accidents. It is particularly important to ensure that entryways and stairwells are well lit.

Emergency LightingDue to the potential size of activities held in parish halls, halls should be outfitted with emergency lighting. The number of emergency lights required varies dependent upon the size of the hall. Generally, when installing emergency lighting, it should be ensured that exits are clearly illuminated during a power outage.

Blood borne Pathogen Cleanup and First Aid KitsThe clean up of bodily fluids presents a unique liability exposure. Parish halls that are utilized on a regular basis should have a blood borne pathogen clean up kit present in the parish hall. Likewise, a first aid kit should be made available during hall activities. For

non-parish sponsored hall activities, the location of the blood borne pathogen cleanup kit and first aid kit should be made known to the hall user.

Fire ExtinguishersAn adequate number of five-pound ABC dry chemical fire extinguishers should be located in the parish hall.

Security/Key ControlThe parish hall coordinator should assess each hall activity to determine whether or not security is needed. If it is, the parish should arrange for appropriate security personnel to be present at the activity. For nonparish sponsored activities that require security, the parish hall coordinator should make it a requirement of the hall rental agreement that the hall user hire security. Key control is a critical element of parish hall usage. Often times, keys are distributed to an inappropriate number of people. The spreading of keys, even to reliable parishioners, severely weakens a parish’s security. It isrecommended that keys not be given out to individuals using the hall. The preferred method is for theHall coordinator or appointed representative to open up the parish hall prior to an activity and lockup when the activity is complete.

AlcoholNo alcohol is allowed in Klein Hall.

Food Preparation and ServiceMany parishes sponsor events in their hall where food is prepared. Serious injury or illness can arise from the consumption of contaminated food. A few simple steps can help control this exposure. In general all food should be prepared off site and heated up in our facility.

. For food preparation by the parish, a list of all suppliers along with purchase invoices should be kept. Food must be stored under the proper temperature once it is delivered to the parish. Prior to the food being used, it should be inspected for any signs of contamination or spoilage.

. Once food is opened for use or preparation, proper handling and storage precautions must still be followed. Frozen foods should never be thawed on a counter top, but instead thawed in the refrigerator or in a bag under cold running water.

. Parish employees or volunteers often prepare food. Workers should be reminded to wash their hands

with soap and warm water before handling food. Also, gloves and hair restraints should be worn.

All kitchen surfaces and utensils should be kept clean and sanitary.

. Prior to distribution, it must always be verified that food has been cooked thoroughly in order to destroy bacteria. It is recommended that thermometers be utilized to determine if the internal temperature of the food has reached a safe temperature. Internal temperatures should reach 160 degrees. For poultry, temperatures need to reach 185 degrees. During the service of food, food that will not immediately be dispensed should be kept at above 140 degrees for warm food and below 40 degrees for foods served cold.

Food should not be left in Klein Hall refrigerator or freezers without first consulting with the Parish HallCoordinators.

The above food preparation and service guidelines should also be adhered to for non-parish sponsored activities with the parish hall coordinator ensuring that this is done.

Clean-upBefore completing a function at Klein Hall the Renter must have the facility checked by the Klein Hall Coordinator.

FeesThere is no cost to use Klein Hall for parish events. Non-parishioners will be charged $100.00 for each event. Everyone will be charged a $75.00 damage deposit. The coordinator will determine if the damage deposit is returned or not after the clean-up is finished. All rentals will be required to get the diocesan insurance for their event. It cost $100.00 for the insurance.

KLEIN HALL RULES

1. You are welcomed to rearrange tables and chairs; however, they must be returned to the original location after the event. Do not remove any property from the Hall.

2. Smoking, and/or the use of controlled substance or weapon are strictly prohibited. This is a DRUG FREE, ALCOHOL FREE, SMOKE FREE ZONE.

3. Proper language/behavior are required at all times. The noise level should be kept to a sensible level.

4. No gum allowed in Klein Hall.

5. No one under the age of 18 allowed in the Klein Hall without adult supervision. (One adult for every six children) Adult must have had the Diocesan Protocol Training.

6. Do not put anything on the walls or ceiling of the hall. You may decorate the glass part of the window. You may tape things to the light fixtures with a painter's tape.

7. When finished with using Klein Hall, please take the trash out to the dumpster.

8. Anyone using Klein Hall is not allowed in the church area.

9. When leaving do not leave any food or drink in the refrigerators or freezers.

10. If you make a mess, clean it up. Please use only water in cleaning up on the floors (no soap). Brooms and mops are located behind the door near the stove.

11. No one using facility should change the heat or air conditioner controls.

12. When leaving, turn out the lights, check restrooms (lights, flush toilets, check for running water) and make sure all outside doors are locked. Make sure the gas is turned off on the stove and oven. Make sure all refrigerators and freezers are shut. Make sure the warmer is unplugged.

13. Report any maintenance problems so corrections can be made. (Leave message on priest’s phone, 956-3343.)

14. The Church of Sorrowful Mother has the authority to ask any group or individual using the Klein Hall and/or any other facility to comply with aII the above conditions. Those who fail to comply will be asked to leave the building.

15. Persons and/or organizations using Klein Hall or other facilities assume all liabilities during use. The Church of Sorrowful Mother assume no responsibility.

16. If you use any linen in the kitchen or hall, you must launder them yourself and return them within two days to their proper location.

Catholic Mutual…”CARES”Catholic Mutual’s Guidelines for Parish

Festivals

INTRODUCTIONThe following safety and insurance guidelines are designed to assist festival committees in theplanning and management of parish festivals. These guidelines focus on safetyrecommendations to reduce or prevent the most common claims associated with parish festivals.Catholic Mutual has additional information available on specific parish festival safety issues.Please feel free to contact our Risk Management Department at (800) 228-6108 to requestadditional information or receive clarification on items in this handout.

FESTIVAL SUPERVISIONGood planning and supervision are the foundation for holding a successful parish festival.Parishes should have a festival chairperson that is responsible for communicating all policies andprocedures to parish festival workers. The festival chairperson should report to a staff person atthe parish/school. In addition to a festival chairperson, each operational area of a parish festivalshould have a supervisor. As with the festival chairperson, the supervisor’s responsibility will beto alert parish festival workers of policies and procedures. It is strongly recommended thatparishes develop written guidelines for the operation of their festivals which are handed out to allvolunteer supervisors and workers. It is our experience that many problems occur at festivalswhen policies and procedures are not formalized and communicated to the proper individuals.On the contrary, we have found parishes that utilize and implement a well-organized plan have asuccessful and safe parish festival.

CERTIFICATES OF INSURANCE AND VENDOR AGREEMENTThe Parish Festival Vendor Hold Harmless/Indemnity Agreement should be signed by vendorswho provide services at parish festivals. The Parish Festival Vendor Agreement must be signedby the following types of parish festival vendors:

1. Ride and game vendors2. Tent companies3. Security companies4. Suppliers of large quantities of food5. Vendors who provide medical services6. Bands/Entertainers7. Other vendors

The Parish Festival Vendor Agreement requires the festival vendor to provide the parish with acertificate of insurance documenting general liability coverage in the amount of two million($2,000,000) dollars per occurrence. The certificate of insurance must name the parish and the(Arch)Diocese as an additional insured. It is not adequate to obtain a certificate of insurance

from a parish festival vendor which names the parish as a “certificate holder.” Certificates ofinsurance obtained by festival vendors should be reviewed by the (Arch)Diocese or CatholicMutual Group prior to the event.

WHAT IS AN ADDITIONAL INSURED?Many parish festival chairpersons have a difficult time determining whether or not a parishfestival vendor has actually added the parish and the (Arch)Diocese as an additional insured.Attached is a handout entitled How Do I Know If My Parish Has Been Named As An AdditionalInsured? This handout will provide you with the criteria to determine whether or not a parishfestival vendor has provided you with a certificate of insurance, which actually names the parishas an additional insured.

DO NOT SIGN CONTRACTS WITHOUT APPROVALIt is very important to read a contract before signing and equally important to understand whatthe contract says. For this reason, Catholic Mutual and your (Arch)Diocese have a contractreview policy. Contracts should only be signed by the Pastor, Principal or Business Manager.

In the past, there have been many contracts relating to parish festivals that were signed by theparish, which contained very unfavorable wording. Most of the unfavorable contracts containedhold harmless and indemnity wording that required the parish to pay for any type of claim whichhappened during the parish festival. Since the insurance program does not cover any type ofclaim that ever happens, parishes that signed these types of contracts were actually risking parishassets.

Another type of unfavorable contract commonly signed by parishes is a contract requiring theparish to be responsible for any damage that occurs to equipment which is rented. In theseinstances, the parish agrees to pay for damage to the equipment regardless of how it happened,even if the damage was due to natural causes such as wind or lightning. The insurance programdoes not provide automatic insurance coverage for another organization’s property. Consideringthis, the parish would be responsible for the damaged equipment.

A Pastor, Principal or Business Manager should never sign a contract which contains wording asdescribed above. It is only acceptable to assume responsibility for claims or property damagewhich the parish would be legally responsible for in the absence of the contract. Remember, nomatter how small a contract may be, if it contains unfavorable hold harmless, indemnity orreimbursement language, the parish is risking severe financial burden if a liability claim orproperty damage occurs. To ensure that Catholic Mutual has adequate time to review a contract,please allow at least fifteen (15) business days for review and be sure to provide the entirecontract. When signing of a contract before it has been approved is a necessity, write on thecontract, “This contract is contingent upon the approval of our insurance companyrepresentative.” This will allow you to void the contract, if necessary.

DRIVINGThe number of individuals used to drive to pick up supplies or other errands needed to make thefestival a success should be limited. The festival chairperson and supervisors should viewCatholic Mutual’s online training entitled “Church Transportation – Is It Necessary and MinistryBased.” Any individual that will be driving as part of their volunteer duties for the festivalshould complete a Volunteer Driver’s Form and also view CMG’s online training entitled “BeSmart – Drive Safe”.

USE OF VOLUNTEERSVolunteers should be at least 18 years of age or supervised by an adult with parental permission.The volunteer should be selected and matched to tasks according to their training and/or skills.

Each volunteer should have a clear understanding of the duties associated with the task and anyrisks inherent to the position. Any personal protective equipment required to perform the taskshould be provided for the volunteer.

SAFETY COORDINATORIn addition to the festival chairperson, parish festivals should create a position called “safetycoordinator.” The safety coordinator will be responsible for making sure all safetyrecommendations are met. The designated safety coordinator will also be responsible for makingperiodic inspections of the festival grounds during the festival. Obviously, any physical safetyhazards detected by the safety coordinator should be dealt with to remove the hazard. It is highlyrecommended the safety coordinator utilize a logbook indicating the time the inspections tookplace during the festival and the condition of the festival grounds during the inspection.(Arch)Dioceses that have utilized an onsite safety coordinator volunteer at parish festivals havebeen very successful in reducing the number of claims associated with parish festivals. Anonsite safety coordinator will also greatly reduce the parish’s liability in the event of a loss, as itwill illustrate the parish exercised due diligence in attempting to eliminate safety hazards.

SAFETY ON FESTIVAL GROUNDSMost claims associated with parish festivals result from trips, slips and falls on parish grounds.Many of these accidents can easily be prevented with proper planning and periodic inspections ofthe grounds during the festival. Below we have identified some common physical safety hazardsat festivals, along with suggestions to alleviate the safety hazard and greatly reduce the parish’sliability in the event of an accident.

„ Electrical cords and hoses - Electrical cords and hoses in walkways present a commontrip hazard at parish festivals. Vinyl cord and hose protectors should be used to combatthese trip hazards and reduce the parish’s liability. Other ways of dealing with these triphazards are taping or tacking down the loose cords and hoses or placing orange cones ateither end of a cord or hose extending across a walkway to identify its presence bymaking it more obvious.

„ Lighting - As the majority of parish festivals extend into the evening hours, adequatelighting is essential to reduce the parish’s liability in the event of an evening fall. Thefestival grounds and parking areas should be well lit. Temporary lighting may need to beinstalled to ensure adequate lighting.

„ Tent stakes and ropes - Tent stakes and ropes should be marked with orange flags toidentify their presence. In the event that an individual trips over a tent stake or rope, thepresence of an orange flag will greatly reduce the parish’s liability.

„ Debris on grounds - Many accidents occur when people slip on food or litter while onfestival grounds. Although it is difficult to completely eliminate this problem, plenty oftrash receptacles should be provided. These receptacles should be periodically emptiedto ensure that festival patrons have an area to discard litter. In addition to providing trashreceptacles, the grounds should be periodically inspected and cleaned where needed tomake sure undesirable amounts of litter are not accumulating on the grounds.

„ Stages – Stages must be set up and torn down by qualified personnel. The stage must bebuilt sturdy enough to accommodate the weight of occupants and/or props. Electricaloutlets on the stage should be properly grounded. If extension cords must be used, theyshould be heavy-duty double insulated cords. Stage flooring must be kept dry and clearof debris. Stairs leading to the stage must be equipped with a handrail. If the stage willbe used during evening hours, recommend installing glow-in-the-dark tape along the edgeof stage platform.

WEATHERWhile most events and activities are held rain or shine, plans should be in place in the event ofsevere weather. A weather radio should be monitored during the event. In the case of a tornadoor lightning threat, parish festival patrons and workers should seek appropriate shelter inside aparish building until the threat of severe weather has passed.SECURITYParish festivals need a security plan. Formal security is necessary, as parish festivals deal withlarge amounts of money and high volumes of people. It is highly recommended that parishesutilize security rental agencies. When hiring private security, be sure to check references andverify you have hired a reputable security company. Once a security company is hired, allow thecompany to manage and supervise their own employees. Remember, the security company is aprofessional organization with experience in providing security at events such as your parishfestival.

When confrontations between festival patrons occur, allow security personnel to handle as parishfestival volunteers are not trained to deal with these types of situations. In many cases, they maymake the situation worse. The parish can be held liable in cases where a festival workerinadvertently causes an injury while attempting to break up a fight.

Security during non-festival hours is as important as security during festival hours. During timeperiods when the festival is not operating, vandalism and theft can occur on festival grounds.For this reason, it is highly recommended that security guards be used during non-festivaloperating evening hours. In addition to private security, lighting is very important. Lightingshould be maintained as a security measure even when the festival is not operating. Thepresence of night security guards and lights will greatly deter potential vandals and thieves.

PARKINGParking is always a concern for parish festivals. Similar to the actual festival grounds, injuriescan occur in parking areas. Additionally, vehicles can be damaged or stolen.

Valet parking should not be permitted. Any volunteers assisting with parking should wear abrightly colored vest or other garment. If a neighboring parking lot (not owned by the parish) isused for the festival, any written agreement between the owner of the lot and the parish should bereviewed by Catholic Mutual prior to signing.

Adequate lighting is perhaps the most important component for a safe parking lot. Often,temporary lighting is needed to provide adequate lighting in a field or paved area that is notnormally used during evening hours, but will be used for parking during a festival. Anotherconcern is whether or not the parking area is level. Although vehicles are not usually damagedfrom an uneven surface, an even surface is necessary to ensure that people do not trip and fallwhile walking to and from their vehicles. Care should be taken to allow room for pedestriantraffic through parking lots.

Although we can attempt to provide a well-lit parking lot, we cannot guarantee that a vehicle willnot be vandalized or stolen. For this reason, we recommend posting signs at the entrance to lotsindicating, “The parish festival will not be responsible for damaged or stolen vehicles.”

Parking space must be made available for emergency vehicles. Additionally, there must beaccess routes to and from the festival and through parking lots for emergency vehicles to travel.When planning your festival, keep in mind that the fire department, police, or an ambulanceservice may need access to your festival if an emergency occurs.

MEDICAL SERVICESAs injuries do occur at parish festivals, it is very important that medical services be utilized toreduce the effects of the injury. This is very important from both a medical and legal standpoint.The type of medical service needed at a parish festival will vary by the size and type of activities

at the festival. For small, family-oriented festivals, it would be adequate to simply have first aidsupplies available in the event of injury. For festivals ranging from 500 to 1500 people, thefestival should have a first aid station on festival grounds. For festivals that exceed 1500 people,parishes should seriously consider contracting with an outside vendor to provide onsite medicalservices.

First Aid stations should be visible and easily detected by an injured person and be equipped todeal with minor injuries. These stations should consider having the following medical supplieson hand:

„ Sterile adhesive bandages in assorted sizes„ Assorted sizes of safety pins„ Cleansing agent/soap„ Latex gloves/assorted sizes„ Sunscreen„ 2 and 4 inch gauze pads„ Triangular bandages„ Ice bag or chemical ice pack„ Eye patches„ Non-prescription drugs„ 2 and 3 inch sterile roller bandages„ Scissors„ Tweezers„ Needle„ Moistened towelettes„ Antiseptic„ Thermometer„ Tongue blades„ Tube of lubricant„ Medicine dropper„ Antacid (for stomach upset)„ Anti-diarrhea medication„ Syrup of Ipecac (used to induce vomiting and only used if advised by the Poison ControlCenter)„ Laxative medication„ Activated charcoal (used in cases of accidental ingestion of harmful liquids)„ Blanket„ First Aid manual„ Cell phone„ Flashlight with extra batteries„ Pencil and paper„ Emergency phone numbers„ AED (Automated External Defibrillator)

An Automated External Defibrillator is used in cases of life threatening cardiac arrhythmiaswhich lead to cardiac arrest. AED’s are designed to be used by laypersons who ideally shouldhave received AED training. The location of a public access AED should take into accountwhere large groups of people gather, regardless of age or activity.

When a major injury occurs, an ambulance should be called immediately.

Whenever medical treatment is provided, it should be documented with a written record (log). Ifan individual that is injured denies medical treatment, a signed refusal of medical treatmentshould be obtained from that individual. Written documentation of patients should include aname, nature of injury, type of treatment, and the time.

Local police and hospitals should be alerted prior to a parish festival so these entities are awareof the possibility for the need of emergency medical services. Hospitals and emergency centersshould be given relevant information such as the dates and hours of the festival, number ofpeople anticipated, as well as the types of festival activities that could cause injuries. A contactperson should be made available to emergency centers and hospitals and lists of 24-hourtelephone emergency numbers should be made available to festival personnel.

FOODWhen food is supplied by outside vendors, the Parish Festival Vendor Hold Harmless/IndemnityAgreement should be utilized. If a parish elects to have volunteers prepare and serve foodwhether onsite or at their own homes, the following food handling guidelines should befollowed.

„ Refrigerators should be kept at 40 degrees or cooler. Freezers should be kept at 0degrees. Raw meat and poultry should be refrigerated as soon as possible afterpurchasing or receiving. At the grocery store or deli, keep raw meats and poultryseparated from other perishables. Never thaw frozen meat and poultry on the kitchencounter, thaw them in the refrigerator. If in a hurry, thaw in a bag under cold runningwater. If a microwave is used for thawing, the food should be immediately cooked.Always refrigerate when marinating food.„ Canned goods should be stored in a cool, dry area and should be free of cracks, dents, andbulging.„ Cooked or prepared food requiring refrigeration should never be left unrefrigerated formore than two hours. In a warm environment, food should sit out no longer than onehour. Refrigerate or freeze cooked/prepared foods in shallow containers rather than deepcontainers.„ Refrigeration and freezing does not kill bacteria on food which sat out too long and hasstarted to spoil. When in doubt, throw it out!

Two of the more common types of food poisoning are caused from salmonella and E. Colibacteria. At least 1.4 million salmonella infections are reported annually in the United States.Any raw food of animal origin (i.e. meat, poultry, eggs, raw milk, fish, and shellfish) may carrysalmonella. Food can be contaminated with E. Coli when a food handler or cook does not followgood sanitary procedures. Critical to this is washing hands after using a bathroom.

The key to preventing an exposure is to not allow any contamination while preparing food and toeffectively destroy bacteria during the cooking process. The following steps will greatly reducethe likelihood of a food-related illness.

„ Inspect the food to see if there are any signs of contamination or spoilage. Fish, poultry,fruits, and vegetables should be thoroughly washed/rinsed.„ Always wash your hands with soap prior to handling and preparing food. You shouldalso rewash your hands prior to preparing another type of food or when using a newknife/utensil.„ Raw meats, fish and poultry should be cut on an acrylic cutting board, not wood. Use awood cutting board for fruits and vegetables only.„ Never serve food on a plate or platter which raw meat, fish, or poultry was cut orprepared.„ Never let raw meat, fish, and poultry or their juices come in contact with other foods.„ If the work area was cleaned with a dishcloth, always immediately switch to a clean oneor use disposable paper towels.„ After cleaning utensils and work areas, an additional measure is to sanitize. This can bedone using 2 or 3 teaspoons of household bleach in one quart of water, then thoroughlyrinsing with cold water.„ Always cook food thoroughly. Only thorough cooking destroys bacteria. Thermometersare recommended to determine if the internal temperature of the food you are cooking has

reached a safe temperature. Internal temperatures should reach 160 degrees. If the foodincludes poultry, the temperature should reach 185 degrees.„ If serving food for an extended period, hot foods should be kept above 140 degrees andcold foods below 40 degrees.

ALCOHOLBeer and wine are sold at many parish festivals. Parishes should be aware they are potentiallyliable for property damage or injury claims resulting from individuals which become intoxicatedat a parish festival. Specifically, parishes should be concerned with minors and making sure thatpeople who are obviously intoxicated are not sold alcoholic beverages. The following arerecommendations to assist in reducing the parish’s liability in the event of an alcohol-relatedaccident.

„ Know and follow state liquor licensing requirements or laws.„ Licensed or trained bartenders should be present in the beer tent at all times.„ All bartenders should be at least 21 years of age and should not be allowed to consumealcohol while working behind the bar.„ A pre-existing plan should exist to handle individuals who have had too much to drink. Theplan should include the necessary security needed to assist the bartender who is refusingservice to an intoxicated individual.„ An alternate method of transportation should be provided to individuals who feel they are toointoxicated to drive their vehicles.„ Identification should be checked to ensure individuals under the age of 21 are not servedalcohol. A good rule of thumb is to check the identification of any individual that appears tobe under the age of 40.„ Alcohol should not be given away as a prize.

A “bracelet booth” should be set up to check identification of any individual wishing to consumealcohol to ensure they are of legal age. An individual who has shown proper identification isthen furnished with a colored bracelet designating they are of legal age to consume alcohol at theparish festival. Security and festival workers would have the responsibility of patrolling andmonitoring the grounds to ensure that individuals consuming alcohol are wearing the necessarybracelet.

Another risk management technique to reduce the liquor liability exposure is to create a “BeerGarden” atmosphere by placing a fence around the perimeter of the tent. Security should beplaced at both entrances and exits to the beer garden. At the entrance to the beer garden, securitywill be responsible for ensuring anyone entering the beer garden has a colored bracelet indicatingthe individual is of legal age to consume alcohol. At the exit points, security will be responsiblefor not allowing alcohol outside the beer garden area. If alcohol is allowed outside the beergarden area, security should limit the amount of beer or wine that one individual can removefrom the area.

MONEYIf your parish festival is successful, large amounts of cash will accumulate throughout the dayand evening. The parish should have a predetermined plan to deal with cash as it flows throughthe festival. A good plan should accomplish the following:

„ A credit and background check should be conducted on all individuals handling money.„ Cash should be collected from festival stands at regular intervals.„ Tamper-proof bags should be used.„ Groups of three or more individuals should be responsible for the transfer of cash fromfestival stands to a centralized location.„ Cash that accumulates at the festival’s centralized location should be stored in a locked safe

that is guarded by security.„ Cash should always be counted by multiple teams consisting of at least two people who tradeoff.„ Bank deposits should be made at regular intervals during the festival. Cash should not beallowed to accumulate in the safe until completion of the festival.„ Ideally, cash should be counted at the bank.„ When collecting cash from festival stands or taking deposits to the bank, both times androutes of the collections or deposits should be varied to eliminate a pattern from developing.„ Catholic Mutual recommends the use of a “ticket system” at parish festivals. A ticket systemallows festival participants to purchase tickets at ticket booths that can be exchanged forrides, food, beverages, or other items for sale at the parish festival. The purpose of the ticketsystem is to reduce the amount of cash flowing through the parish festival at various booths.Instead of having each individual booth handle cash, monies are handled at centrally locatedticket booths. The use of a ticket system will reduce the risk of loss associated with theft orthe mysterious disappearance of festival revenues. In addition to reducing the possibility oftheft, the ticket system provides an excellent internal control to monitor cash flows at parishfestivals.

FESTIVAL ACTIVITIESWhile the types of parish festival activities may vary from one festival to the next, a fewactivities geared to younger children should be present at each festival. When determining whattypes of activities to have in place for the festival, keep in mind, the following activities shouldnot be allowed:

„ Hot air/tethered balloons„ Helicopter rides„ ATV rides/speed contests„ Gambling when not approved by State statutes„ Liquor when not approved by State statutes„ Bungee jumping„ Dunking booths for individuals 21 years and under„ Archery/firearms

CLAIM PROCEDURESWhen a claim takes place, an Accident Report should be completed on Catholic Mutual’swebsite or called in the following workday. Any serious claims should be phoned in as soon aspossible. The written accident report should include an in-depth description of how the accidenthappened. The report should also include the name, address, phone number, and date of birth ofany injured person along with the names and phone numbers of potential witnesses.

Often when an accident occurs, it is difficult to reconstruct how it happened or what the premiseslooked like at the time of the accident. For this reason, the festival safety coordinator shouldphotograph accident scenes to preserve the appearance of the accident site. It is recommendedthat the safety coordinator videotape the parish festival grounds once the festival set-up iscomplete. This will assist in any recreations of the festival premises that must be done forlitigation. If an individual that is injured on festival grounds feels they need immediate contactwith the festival’s insurance carrier, contact Catholic Mutual prior to sending the written accidentreport. Often a potential claimant will contact an attorney because he/she has not been contactedin a timely fashion by the insurance company. For your convenience, we have attached anexample of an Accident Report Form that can be used at parish festivals. Accident reportsshould be made available to all operational supervisors and security staff.

THANK YOUThank you for taking the time to read this material. As noted earlier, Catholic Mutual has awealth of supplemental material regarding parish festival safety that is available to parishes.Please feel free to contact the Risk Management Department at (800) 228-6108 with any

questions that may arise.

(Revised 7/11)

PARISH FESTIVAL VENDORHOLD HARMLESS/INDEMNITY AGREEMENT

PARISH: __________________________________________________________________

PARISH is understood to include the (Arch)Diocese of ________________________________

VENDOR: __________________________________________________________________

TYPE OF VENDOR: ___________________________________________________________

DATES OF USE: ____________________________________________________________

The above named VENDOR agrees to defend, protect, indemnify, and hold harmless theabove named PARISH against and from all claims arising from the negligence or fault of theabove named VENDOR or any of its agents, family members, officers, volunteers, helpers,partners, organizational members, or associates in connection with the operations of the abovenamed VENDOR at the above named PARISH.

VENDOR agrees to provide a certificate of insurance to the PARISH, which providesevidence of general liability coverage of not less than two million dollars ($2,000,000) peroccurrence. VENDOR also agrees to have the PARISH named as an “Additional Insured” onits general liability policy for the DATES OF PARISH FESTIVAL in relationship to theVENDOR’S activities. It is agreed that VENDOR also agrees to ensure that its liabilityinsurance policy will be primary in the event of a covered claim or cause of action againstPARISH.

If and only if VENDOR fails to comply with the above (second) paragraph, thenVENDOR agrees to protect, defend, hold harmless, and fully indemnify the above namedPARISH for any claim or cause of action whatsoever which takes place during the aboveidentified DATE(S) OF USE that is brought against the PARISH by the above named VENDORor its employees, agents, guests, invitees, customers, partners, family members, organizationalmembers, and associates, even if such claim arises from the alleged negligence of the PARISH,its employees or agents or the negligence of any other individual or organization not a party tothis agreement. If any paragraph or sentence of this agreement is held invalid, it is agreed that thebalance thereof, shall continue in full legal force and effect.

SIGNED BY: __________________________________________________________________

(Must be an official agent of VENDOR)

NAME AND TITLE: ___________________________________________________________

DATE: __________________________________________________________________

(REV 7/11)

Catholic Mutual. . ."CARES"ACCIDENT REPORT FORM

(For Non-Employees)

NAME OF PARISH/SCHOOL __________________________________________________

ADDRESS __________________________________________________________________

CITY _________________________________________ ZIP ________________________

PHONE _________________________ PARISH EMAIL ________________________

PERSON REPORTING ________________________________________________________

DATE FORM COMPLETED ____________________________________________________

DATE OF ACCIDENT ______________ TIME OF ACCIDENT ____________

WHERE ACCIDENT OCCURED _________________________________________________

WERE PHOTOGRAPHS TAKEN? ________________________________________________

DESCRIBE ACCIDENT ________________________________________________________________________________________________________________________________________________________________________________________________________________PARTY INVOLVED-NAME ________________________ MINOR? ____________

IF MINOR, PARENT NAME(S) __________________________________________________

ADDRESS ___________________________________________________________________

CITY AND ZIP _______________________________________________________________

HOME PHONE _____________________ WORK PHONE __________________

DOB _____________________________INJURY/DAMAGE ____________________________________________________________

TRANSPORTED BY AMBULANCE? _____________________________________________WITNESSES (PLEASE INCLUDE ADDRESS AND PHONE NUMBER) _____________________________________________________________________________________________COMMENTS ____________________________________________________________________________________________________________________________________________

NOTE: REPORT TO CATHOLIC MUTUAL NEXT BUSINESS DAY.SEND COPY TO CATHOLIC MUTUAL AND KEEP ONE FOR YOUR RECORDS.

Catholic Mutual..."CARES"

HOW DO I KNOW IF MY PARISH HAS BEEN NAMEDAS AN “ADDITIONAL INSURED?”Many parishes have a difficult time determining when they have been named as an additionalinsured on a tenant, contractor or facility user insurance policy. Parishes often obtain a certificateof insurance, which names the parish as a “certificate holder.” It is not adequate to be named as a“certificate holder.”

The insurance certificate furnished to the parish by the tenant, contractor or facility user mustindicate in writing that both the parish and the (Arch)Diocese are named as an additionalinsured. Please refer to Exhibit A for an example of a certificate of insurance where the parishhave been named as an additional insured. Please note that not every certificate of insurancenaming the parish and the (Arch)Diocese as an additional insured will look like Exhibit A.However, somewhere on the certificate the words additional insured must appear.

It is very important that the parish be listed as an additional insured rather than as a “certificateholder.” As a “certificate holder,” the parish has no legal rights under a tenant, contractor orfacility user’s insurance policy. However, when the parish has been named as an additionalinsured, the insurance policy of the tenant, contractor or facility user must defend the parishagainst claims, which resulted from tenant, contractor or facility user operations at the parish.The purpose of being named as an additional insured is to reduce the number of dollars spent onclaims not related to parish activities. Therefore, it is essential that parishes verify that both theparish and the (Arch)Diocese have been named as an additional insured.

Since a contractor, tenant, facility user or parish festival vendor will have to make a specificrequest to their insurance company to get the parish named as an additional insured, it isimportant to inform them of this requirement well in advance.(

Rev. 7/11)EXHIBIT A __A

CATHOLIC MUTUAL GROUP

FIELD TRIPRISK MANAGEMENT INFORMATION

OVERVIEW

OVERVIEWThe purpose of the enclosed information is to provide sample forms andprocedures to minimize the exposures created by participation in field trips.In addition to completion of the enclosed forms, all participating adults should bescreened and complete all safe environment requirements.

INDEX OF FORMSexINDEX OF FORMSI. Field Trip (Statement of Policy)II. Liability Waiver (Adult)III. Parental/Guardian Consent Form and Liability WaiverIV. Transportation PolicyV. Driver Information SheetRemember that these forms are only samples or drafts that can be adapted foruse in your particular Arch/Diocese. Review by legal counsel is recommended toensure that wording is appropriate and valid in your jurisdiction.Thank you for your interest and concern regarding these important issues. If youhave any questions or need additional information, please feel free to call theRisk Management Department at (800) 228-6108.

(Rev 1/10)

FIELD TRIP

STATEMENT OF POLICYTATEMENT OF POLICYThe (Arch)Diocese of __________ and/or _______________ Parish/Schoolrecognizes the importance and value of trips for educational field study andapproves of these visits to places of cultural or educational significance to furtherenrich the lessons of the classroom. This policy permits principals and/orassistants/vice principals to approve of field trips during normal school hours on asingle school day. However, if out-of-state field trips, or any field trips to foreigncountries are planned, these must have the ultimate approval of the(Arch)Diocese and/or school board. The following regulations should be takeninto consideration when any field trips are being planned. They are as follows:1. Adequate supervision by qualified adults, including one or moreemployees of the (Arch)Diocese and/or school.

2. Waivers by all adults and all parents/guardians of students taking any fieldtrip of all claims against the (Arch)Diocese and/or the school for injury,accident, illness or death occurring during, or by reason of the field trip.

3. Proper insurance for students, personnel, and equipment. Any childrenand chaperons registering for a field trip should be able to show evidenceof medical/health insurance for any accidents/bodily injury sustained on afield trip. If necessary, group accident insurance can be tailored andwritten on an event-specific basis. Please consult your Member ServicesRepresentative at Catholic Mutual Group if you have any questions. Inaddition, anyone bringing special equipment or gear from home for thebenefit of the field trip should be advised that they are responsible forproviding insurance in the event of damage, theft or other unforeseencircumstances.

4. If a fee is charged for the field trip, a contingency should be made for anystudent member who cannot afford the trip. Ideally, a student(s) shouldnot be excluded because of lack of funds.

5. Inclusion of a proper first aid kit and fire extinguisher.

6. Permission in a written form from each student’s parent or legal guardianto provide medical treatment if necessary.

Finally, to ensure the desired outcome of such field trips, teachers shouldprepare the students for the place that is to be visited and the things that are tobe seen. Additionally, an advance visit should be made to the site of the field tripby the teacher so that any and all unforeseen circumstances, situations, and/or

events could be properly planned for; so that any difficulties would be minimized.

FIELD TRIP

ADULT LIABILITY WAIVERADULT LIABILITY WAIVEREach adult participant, including group leaders and chaperons, must sign this form.

RELEASE OF LIABILITY

I, _________________________, agree on behalf of myself, my heirs, assigns, Full Nameexecutors, and personal representatives, to hold harmless and defend________________________, _____________________________, its officers, Parish Diocesedirectors, agents, employees, or representatives associated with the field trip

from any and all liability claims, loss or damage arising from or in connection

with my participation in the field trip.

_______________________________ ___________________________ Signature Date

_______________________________ Print name

FIELD TRIP

MEDICAL INFORMATION AND PARENTAL/GUARDIAN CONSENT FORM/LIABILITY

WAIVERMEDICAL INFORMATION ANDPARENTAL/GUARDIAN CONSENT FORM/LIABILITY WAIVERParticipant’s name: ______________________________________________________Date of birth: __________________________________________ Sex: ____________Parent/Guardian’s name: ________________________________________________Home address: _________________________________________________________Home phone: __________________________ Business phone: __________________I, __________________________ grant permission for my child, __________________ Parent or guardian’s name Child’s nameto participate in this parish/school event that requires transportation to a location awayfrom the parish/school site. This activity will take place under the guidance anddirection of parish/school employees and/or volunteers from _____________________. Name of parish/school

A brief description of the activity follows:Type of event: ________________________________________________Date of event: ________________________________________________Destination of event: _______________________________________________Individual in charge: ________________________________________________Estimated time of departure and return: ________________________________Mode of transportation to and from event: _______________________________

As parent and/or legal guardian, I remain legally responsible for any personal actionstaken by the above named minor (“participant”).

I agree on behalf of myself, my child named herein, or our heirs, successors, andassigns, to hold harmless and defend ________________________________, its Name of Parishofficers, directors, employees and agents, and the Diocese of ______________,its employees and agents, chaperons, or representatives associated with the event,from any claim arising from or in connection with my child attending the event or inconnection with any illness or injury (including death) or cost of medical treatment inconnection therewith, and I agree to compensate the parish/school, its officers, directorsand agents, and the Diocese of _______________, its employees and agents andchaperons, or representative associated with the event for reasonable attorney’s fees

and expenses which may incur in any action brought against them as a result of suchinjury or damage, unless such claim arises from the negligence of the parish/school orthe Arch/Diocese of _________________________.

Signature: ___________________________________________ Date: _____________

MEDICAL MATTERS: I hereby warrant that to the best of my knowledge, my child is in goodhealth and I assume all responsibility for the health of my child. (Of the following statementspertaining to medical matters, sign only those that are applicable.)

Emergency Medical Treatment: In the event of an emergency, I hereby give permission totransport my child to a hospital for emergency medical or surgical treatment. I wish to beadvised prior to any further treatment by the hospital or doctor. In the event of an emergency, if you are unable to reach me at the above numbers, contact:

Name & relationship: ___________________________________________________________Phone: _______________ Family doctor: _____________________ Phone: _______________Family Health Plan Carrier: ________________________________ Policy #: ______________Signature: _____________________________________________ Date: _________________

Other Medical Treatment: In the event it comes to the attention of the parish/school, itsofficers, directors and agents, and the Arch/Diocese of _________________, chaperons, orrepresentatives associated with the activity, that my child becomes ill with symptoms such asheadache, vomiting, sore throat, fever, diarrhea, I want to be called collect (with phone chargesreversed to myself).Signature: ____________________________________________ Date: __________________

Medications: My child is taking medication at present. My child will bring all such medicationsnecessary and such medications will be well-labeled. Names of medications and concisedirections for seeing that the child takes such medications, including dosage and frequency ofdosage, are as follows: _____________________________________________________________________________________________________________________________________

Signature: _____________________________________________Date: _________________

No medication of any type, whether prescription or non-prescription, may be administered to mychild unless the situation is life-threatening and emergency treatment is required.Signature: _____________________________________________Date: _________________

I hereby grant permission for non-prescription medication (i.e. non-aspirin products such asacetaminophen or ibuprofen, throat lozenges, cough syrup) to be given to my child, if deemedappropriate.Signature: _____________________________________________Date: _________________

Specific Medical Information: The parish/school will take reasonable care to see that thefollowing information will be held in confidence.

Allergic reactions (medications, foods, plants, insects, etc.): ____________________________Immunizations: Date of last tetanus/diphtheria immunization: ___________________________Does child have a medically prescribed diet? ________________________________________Does child have any physical limitations? __________________________________________Is child subject to chronic homesickness, emotional reactions to new situations, sleepwalking,bedwetting, fainting? ___________________________________________________________Has child recently been exposed to contagious disease or conditions, such as mumps, measles,chicken pox, etc.? If so, list date and disease or condition: _________________________________________________________________________________________________________You should be aware of these special medical conditions of my child: _________________________________________________________________________________________________

FIELD TRIPTRANSPORTATION POLICY

TRANSPORTATION POLICYCommercial carrier or contracted transportation is the most desirable method to be usedfor field trips and, whenever possible, this mode of transportation should be provided.The use of private passenger vehicles is discouraged and should be avoided if at allpossible. If commercial carriers are used (i.e. commercial airlines, trains, or buses), nofurther information is required. However, if transportation is contracted, signedcontracts should be executed with an appropriate hold harmless agreement protectingthe parish/school and the (Arch)Diocese. Also, contracted carriers should provide proofof insurance with minimum limits of liability of $2,000,000 CSL (Combined Single Limit).

Leased VehiclesIf a vehicle is leased, rented, or borrowed to transport participants to and from theevent, appropriate insurance should be obtained. Coverage can be purchased throughthe rental company or your local agent. If auto coverage is provided through CatholicMutual, contact should be made with your Member Services Representative.COVERAGE CANNOT BE AUTOMATICALLY ASSUMED FOR LEASED, RENTED,OR BORROWED VEHICLES.

Private Passenger VehiclesIf a private passenger vehicle must be used, then the following information must besupplied and this information must be certified by the driver in question.

1. The driver must be 21 years of age or older.

2. The driver must have a valid, non-probationary driver’s license and nophysical disability that could in any way impair his/her ability to drive thevehicle safely.

3. The vehicle must have a valid and current registration and valid andcurrent license plates.

4. The vehicle must be insured for the following minimum limits: $100,000per person/$300,000 per occurrence.

A signed Driver Information Sheet for each driver must be obtained prior to the fieldtrip.

Each driver and/or chaperon should be given a copy of the approved itinerary includingthe route to be followed and a summary of his/her responsibilities.

Distance Limitations (For non-contracted transportation)

1. Daily maximum miles driven should not exceed 500 miles per vehicle.2. Maximum number of consecutive miles driven should not exceed 250miles per driver without at least a 30 minute break.

DRIVER INFORMATION SHEETDRIVER

INFORMATION SHEEDriverName ___________________________ Date of Birth ________________Address _________________________ Home Phone ________________________________________________ Cell Phone __________________Driver’s License # _________________ Date of Expiration ____________

Vehicle That Will Be UsedName of Owner ____________________ Model of Vehicle _______________Address of Owner __________________ Make of Vehicle _______________ __________________ Year of Vehicle ________________License Plate # __________________ Date of Expiration ______________If more than one vehicle is to be used, the aforementioned information must be provided for each vehicle.

Insurance InformationInsurance Company _______________ Liability Limits of Policy* __________(*Please note: The minimal, acceptable liability limit for privately-owned vehicles is$100,000/$300,000)In order to provide for the safety of our students or other members of theparish/school and those we serve, we must ask each volunteer driver to answerthe following questions: TRUE FALSE 1. I have NOT had a conviction for an infraction involving drugs or

alcohol (such as driving under the influence or driving whileintoxicated) in the last three years. _____ ____

2. I have NOT had two or more convictions for an infraction involvingdrugs or alcohol (such as driving under the influence or driving whileintoxicated) in the last seven years. _____ ____

3. I have had no more than three moving violations or accidentsin the last three years. _____ ____

Please be aware that as a volunteer driver, your insurance is primary.

Certification

I certify that the information given on this form is true and correct to the best ofmy knowledge. I understand driving for Church ministry is a profoundresponsibility and I will exercise extreme care and due diligence while driving. Iunderstand that as a volunteer driver, I must be 21 years of age or older, possessa valid driver’s license, have the proper and current license and vehicleregistration, and have the required insurance coverage in effect on any vehicleused to transport students. I agree that I will refrain from using a cell phone or

any other electronic device while operating my vehicle.

____________________________________________ ___________________Signature Date

YOUTH PROGRAMS/ FIELD TRIPS

Youth group activities can present a wide range of loss exposures. First, and foremost is the need to have pre-screened adult supervision for all youth group activities and outings. One-on-one contact with a youth and adult and with the youth themselves should be avoided. This is especially important in “at risk” situations (i.e. overnight field trips, non public areas, etc.).

Field trip permission and release forms and, if applicable, driver screening forms, should be utilized for all off-site functions. All volunteers and chaperone drivers must be at least 21 years of age. In some situations, it may be recommended not to have your church responsible for providing transportation to an off-site location. In these cases, it should be the parents’ responsibility for taking and picking up their child from the activity site/function.

Steps to Safe Youth Activities

Supervision

It is important that there is proper supervision of the young adults. Make sure that the ratio between staff and youth is adequate and that chaperones actually chaperone. Never leave a youth alone whether it is after an event or after the youth meeting. Make sure that all youths are picked up before chaperones or teachers leave the premises. Never place yourself in an indefensible position due to a lack of common sense. .

CommunicationMake sure that parents are aware of the when, where and how of an activity through written communication. Listen to the concerns of parents. It is also wise to develop policies on how to respond in given situations.

Transportation

Whether the vehicle belongs to the parish, a volunteer, or is rented, make sure there is adequate insurance on the vehicle(s). Do not overload the vehicles. Make sure that there are enough seat belts for every passenger in the vehicle. Do not allow students to drive. All drivers must be 21 years of age or over to transport students to and from activities. Situations do arise where the availability of parish approved drivers for off site activities are inadequate. Often, the best, and only solution is to have parents/guardians responsible to take and pick up the youth member from the activity site.

Planning

Make sure that all events are planned in detail and that everyone knows their part in the event. Transportation requirements are a very important part of your planning.

Training

Make sure that applications are used to screen both paid and volunteer persons and check references and backgrounds of individuals. Someone, either paid or volunteer, should have some Emergency First Aid training during any activity.

Documentation

Written records should be kept of all activities, including the where, what and when of the activity. Permission slips for all field trips and insurance forms on all vehicles should be kept for future reference. Accident reports should be filed immediately after any incident.

Avoidance

Youth activities should avoid inherently dangerous activities (i.e. hot air ballooning, skiing, inner tubing, white water rafting, boating, skydiving, ropes courses, etc.) to limit the liability exposure. When your common sense creates doubt, contact Catholic Mutual. Never allow drugs or alcohol during youth activities.

In summary, the 10 steps to a safe Youth Activity are as follows:

1) Maintain good documentation.2) Screen and train your staff3) Provide adequate staffing for the activity.4) Be prepared and know how to respond to an emergency.5) Avoid inherently dangerous activities.6) Continuously provide close supervision.7) Do not overcrowd a vehicle.8) Do not allow a student to drive. All drivers must be at least 21

years of age. 9) All vehicle occupants must have and use seat belts10) Always use permission slips.

A MARRIAGE IN THE LORD AT Sorrowful Mother ParishCongratulations! You must be planning your wedding liturgy at Sorrowful Mother Parish. We are excited and happy to help you at the beginning of your life together.

WE VERY MUCH WISH FOR YOUR WEDDING TO BE A HAPPY AND MEMORABLE CELEBRATION. EVEN MORE, WE WILL WORK WITH YOU THAT YOUR MARRIAGE WILL BE A RICH AND ENDURING SACRAMENT IN JESUS CHRIST. PLEASE LET US KNOW IF WE CAN BE OF ANY ASSISTANCE TO YOU

For you as a Christian couple; your marriage will be one of the most important events of your life. But remember, as Christians, we celebrate much more than just the love of a man and woman for each other. We celebrate in your loving union the presence of God with his people. Your love for each other is a sign of God’s love for his people and of their love for him. As husband and wife, you are to experience God’s personal love for you through your own love for each other.

A wedding is not a private affair. The marriage ceremony is an act of liturgy, an act of worship. Since a sacrament is being celebrated, the believing community declares once more God’s creative love at work in its midst, particularly as this is symbolized in the life of the couple. Further, the prayers and readings of the marriage ritual teach Christ’s attitude toward marriage and family life. Everyone present should be led by the dignity and beauty of the liturgy to a deeper understanding of Christian commitment.

In the Gospels of Jesus we find that unconditional love is the norm of Christian life. Within that context, the sacredness and permanence of marriage are reaffirmed, and this age-old covenant of love is given the dignity of being a sacrament of the Christian life.

MARRIAGE: A SACRAMENTThe marriage liturgy in the Catholic Church signifies and deepens a twofold commitment on the part of the couple: to each other, and to faith. This commitment is made manifest through:

=> the proclamation and the hearing of the Word of God=> the exchange of vows=> the suitable use of symbol and music=> the prayerful participation and witness of the assembly, especially through the

sharing of the Eucharist whenever possible.

If the sacrament is to have its full meaning and effect, marriage must be preceded by adequate preparation. The planning of the liturgical celebration must involve priest, musician( s), and the couple. As a sacrament, marriage presupposes faith and nourishes,

strengthens, and expresses this faith by word and action. (Constitution on the Sacred Liturgy, 59.)

Every effort should be made to bring the assembly to “full, active, conscious participation” in your wedding. This is expressed in many ways: by proclaiming the Word of God with conviction; by strong, yet gentle leadership of the presider; by music and decorations that serve the ritual act rather than impede it.

We at Sorrowful Mother believe very strongly in the holiness of the wedding liturgy - and in the sacredness of the married state. Please remember that the central focus of this day is the sacredness of the liturgy. The policies we set forth here are offered not so much as rules to make weddings go smoothly, but as the best help we can give for a dignified and prayerful day for you.

INTERVIEW WITH THE PRIESTYour interview with the priest precedes everything, including setting a definite date for the wedding. This interview must take place at least six months before the wedding to be in compliance with diocesan policy. You will discover the priest is more interested in your marriage, which is to last for life, than the wedding ceremony, which takes only part of a day. The priest will explain everything that is required of you, including the following:

At least one of the parties to the proposed marriage must be a practicing Catholic, registered at Sorrowful Mother, that is one who takes part in Sunday Masses on a regular basis and has received the Sacramentswithin the past year.

If neither party is a registered member of Sorrowful Mother Parish it will be necessary to obtain written permission from the Catholic Pastor of one of the parties for the marriage to take place at Sorrowful Mother in Wheatfield.

Pre-marital regulations of the Diocese of Lafayette-in- Indiana indicate that a full six-month period of sacramental preparation must take place before the actual date of the wedding. The Diocese regarding this time period will make no exception. Other aspects of the diocesan pre-marital program are as follows:

The Pre-marital preparation consists of taking the Pre-Marital Inventory test, or an approved substitution, with a priest, usually the priest who will be officiating at the wedding, and working with this same priest in interpreting the test; in addition, it is required that the engaged couple attend a Pre-Cana Conference. Tobit or Engaged Encounter weekends or the Sponsor Couple Program may substitute the Pre-Cana Conference.

If the Catholic party who wishes to marry at Sorrowful Mother is a permanent resident of a Catholic diocese other than the Diocese of Lafayette-in-Indiana, it will be necessary to

provide this Parish with written indications that the pre-marital program of the Diocese of residence has been completed. In this instance, any dispensation for a religiously mixed couple to marry in the Catholic Church must come from the diocese of residence. In addition, the written permission of the Catholic party’s proper pastor for the marriage to take place at Sorrowful Mother in Wheatfield must be obtained.

Catholics who marry must provide a recent baptismal certificate, issued by the parish of baptism within the past six months, as well as a confirmation certificate.

No party, Catholic or not, who has a living spouse from a previous marriage may contract marriage in the Catholic Church without a church annulment or dissolution of the previous marriage issued by the tribunal of a Roman Catholic (arch)diocese, whether or not the previous marriage was celebrated in a Catholic church.

You may be required to submit Freedom to Marry affidavits to the priest, to attest to the fact that you have not been married previously. At the initial interview, the priest will explain these papers to you. The policy of this Diocese for two Catholics marrying is to celebrate their sacrament of marriage within the context of the Eucharist (Mass). The policy for a Catholic getting married to a non-Catholic is to celebrate your liturgy without the Eucharist.

PLANNING THE MARRIAGE LITURGY

The book entitled Together for Life may be of tremendous value to you in planning the liturgy. Together, with the help of this book, follow the steps below. The most important steps in each category are listed first. Choose the readings for the Liturgy of the Word. There are several options provided for weddings. Refer to your book, Together for Life for selections. The parts of the Liturgy of the Word are as follows:

First Reading(B-series)............................Old Testament Responsorial Psalm (C-series)................. sung [ or recited] Second Reading (D-series)..................... New Testament Alleluia Verse (E-series)........................... sung

Gospel(F -series)

Choose or compose the Prayers of the Faithful

MUSIC APPROPRIATE FOR THE MARRIAGE LITURGY

The Music Guidelines contained in this booklet are excerpts from guidelines of the Diocese of Lafayette-in-Indiana and the Archdiocese of Chicago.

WEDDING MUSIC I. GUIDELINES FOR CHOICE OF MUSIC:

THE THREEFOLD JUDGMENTThe sacredness of the wedding celebration requires that all contributing elements be chosen with great care. One of these elements is music.

In the wedding ceremony, as in other acts of worship, music fulfills a ministerial function, that is, it supports and serves the sacred action. It should not dominate. Music helps the assembled worshippers to express and share their gift of faith. It adds a dimension that is beyond the scope of words alone. Music imparts a sense of unity to the congregation and sets the appropriate tone for the celebration. (MCW 23)

To determine whether or not a given musical selection fulfills its proper ministerial function, a threefold judgment must be made: musical, liturgical, pastoral. (MCW 25)

THE MUSICAL JUDGMENT asks whether or not this music is technically, aesthetically, and expressively good. This judgment refers to musical quality, not to style (classical, folk, etc.) ormedium (organ, guitar, voice, etc.). A proper exercise of the musical judgment will eliminate the trite music of generally poor quality, which cheapens the liturgy, exposes it to ridicule, and invites failure. (MCW 26) It is the competent musician who is best qualified to make the musical judgment.

THE LITURGICAL JUDGMENT is concerned with whether or not the music, and especially the words, is appropriate to the particular worship service and to this particular moment (place) in the service. Words, images, and sound should enable the people to join the bride and groom in praising God as the author of love, and in asking his b1essing on this union of man and woman. The liturgical judgment also takes into consideration what is happening in the liturgy at a given moment. The text of a Communion song, therefore, will differ from that of an entrance song. Regardless of its place in the liturgy, the text of the music must be in harmony with Christian doctrine. Finally, as an integral part of the liturgy, music must enhance the sacred rite, and not interrupt or hinder it.

THE PASTORAL JUDGMENT is the “here and now” judgment. It evaluates the music in terms of its ability to enable these people gathered for this specific occasion in this place to express their faith through this celebration. It considers such variables as whether the majority of the congregation is likely to be Catholic or of another religious persuasion, mainly from this parish or from outside the parish, many or few in number, perhaps of a particular ethnic group, etc. In short, the pastoral judgment takes into consideration all the factors that might make up a particular congregation and occasion.

ll. IMPLICATIONS OF THE THREEFOLD JUDGMENTThe text of the music should reflect the fundamental nature of Christian marriage, a celebration of God’ s love for the Church enfleshed in Christ, forming the foundation for the love a man and woman share. Songs during the liturgy should represent God speaking to humans, or humans speaking to God.

A song, which highlights the Christian dimension of human love, can be quite appropriate, e.g., a song, which speaks directly of the divine/religious, dimensions of love (MOST SUITABLE), or a song which does not speak directly of the divine/religious dimensions but does imply them (SUITABLE). A song which negates either explicitly or implicitly the divine/religious dimensions of love is UNSUITABLE at a Christian marriage.

The proposal of a threefold judgment - musical, liturgical, pastoral- implies that some songs, even some which have been widely and regularly used at weddings, are unsuitable. We’ve Only Just Begun, Time in a Bottle, A Time For Us, Evergreen, Sunrise Sunset, Colour My World, Follow Me, and a host of others might be lovely tunes with beautiful and sometimes nostalgic sentiments, but are liturgically and pastorally inappropriate. Their texts are limited to a personal dialogue between two lovers, which, in effect, fails to recognize the communal dimension of worship.

IIl. THE PRESIDING CELEBRANTThe celebrant has the responsibility of helping the couple make their marriage a true celebration of faith. He, in cooperation with the parish musician( s) and the bride and groom, should judge whether or not the test of a given piece is appropriate. He might ask the couple such questions as:1. Can you pray these words?2. Do the words express your love as a Christian couple?3. Will the community gathered around you on your wedding day understand the meaning you are trying to express?4. Does a particular vocal or instrumental selection enhance that part of the ceremony wherein it occurs,

or is it a “showcase” piece that lacks liturgical justification for its use?5. Does the music promote and further the progress of the ceremony, or does it simply cause a delay?

IV. APPLICATION OF THE THREEFOLD JUDGMENT TO SPECIFIC MOMENTS (TIMES AND PLACES)

IN THE WEDDING CEREMONYThe wedding ceremony provides ample opportunity for musical expression, an abundance of times and places where vocal and/or instrumental music may be used to enhance the service and facilitate the prayer of the worshippers. Principal instances of these are listed below together with a brief application of the THREEFOLD JUDGMENT. Items A through E and L through N pertain to weddings both within and outside the Eucharistic Liturgy. The other items pertain only to weddings within the Eucharistic Liturgy.

A. PRELUDE. Musical selections (by the choir, a vocal soloist prior to the service) can effectively

produce an atmosphere of worship.

B. PROCESSIONAL MUSIC. (e.g. the Entrance Music)maybe instrumental or vocal. If vocal,

the congregation may participate.

C. RESPONSORIAL PSALM. The Responsorial Psalm, which follows, the reflective silence after the first reading, ideally should be sung, or it may be simply recited. The congregation should be encouraged to sing the refrain, with the Cantor singing the verses.

D. GOSPEL ACCLAMATION. The Gospel Acclamation should be sung. The congregation should be encouraged to sing the Alleluia refrain, with the Cantor singing the verses. If the acclamation is not sung, it is omitted.

E. RITE OF MARRIAGE. The Rite of Marriage does not call for any specific music, but an

appropriate song after the exchange of vows is acceptable.

F. PRESENTATION AND PREPARATION OF GIFTS. It is recommended that instrumental or vocal selections accompany the Presentation and Preparation of Gifts. The music, however, should not prolong the rite.

G. EUCHARISTIC ACCLAMATIONS. The three acclamations of the Eucharistic Prayer

(Holy, Holy, Holy: Memorial Acclamation; Great Amen) should be sung whenever possible.

. Familiar musical settings should be used so that the entire congregation might be able to

participate.H. THE LORD’S PRAYER. The Lord’s Prayer may be sung or simply recited

(spoken). In either case, the congregation is to participate. The use of settings of The Lord’s Prayer sung by a soloist without the participation of the congregation is not acceptable because of the communal nature of this prayer.

I. LAMB OF GOD. The Lamb of God may be sung by the cantor, with the congregation singing the responses, or sung throughout by the congregation, or simply recited ( spoken).

J. COMMUNION SONG. The Communion Song gives expression to the joy of unity in Christ

and fulfillment of the mystery being celebrated. If there is congregational singing during the

Communion procession, a responsorial selection will serve well. Music of any medium, including instrumental music, is acceptable.

K. THANKSGIVING. If desired, a song of praise or thanksgiving after Communion may be sung by the entire congregation.

L. RECESSIONAL. The Recessional may be instrumental or vocal. If vocal, the congre-

gation may take part.

M. DEVOTION TO OUR LADY. Where there is a custom of placing flowers at the shrine of Our Lady, a song by the cantor or congregation is appropriate. This ceremony should take place between the Prayer after Communion and the Concluding Rite.

N. CANDLE CEREMONY. If there is a Candle Ceremony, it may be accompanied by appropriate music, vocal or instrumental.

V. THE MUSICIANOnly music which is appropriate to the sacred character of the Sacrament of Matrimony may be employed. Please discuss the music with the musician of the parish. You will be required to pay each keyboardist $100.00 and $50.00 for each cantor for their services. Singers or musicians not from the parish may be employed as desired, but they must comply with all of our parish music policies.

CHURCH..............................The times at which a wedding may take place will be discussed with thepastor. The Church must be cleared by 4 :00 PM for the afternoon celebrations of the Sacrament of Reconciliation. There is a 5: OOPM Mass in our parish weekly. Weddings must not conflict with the regularly scheduled Masses.

REHEARSAL.......................It is important to make sure the details of the ceremony are familiar toeveryone. No music is practiced during this rehearsal. Couples will present their program and marriage license to the priest no later than the wedding rehearsal. Rehearsals are only scheduled for one hour and MUST begin and end promptly at the scheduled time. Normally rehearsals are scheduled on the Friday evening prior to the wedding. They need to be scheduled when the wedding is scheduled with the Pastor.

DECORATIONS.............Decorations will be coordinated with the priest. Candles, flowers and other decorations may not be placed on the altar table which is reserved exclusively for the Eucharist. Flowers and other decorations may be placed at other points in or near the sanctuary. It is more appropriate to decorate the space with flowers

or greenery that are real, not artificial. You may choose to leave flowers or plants for the church. Ribbons or floral decorations attached to wood, such as the pews, must be secured by rubber bands as floral wire or adherents such as tape may damage or mar the surface. Covered floral wire is not acceptable.

With the exception of floral arrangements which the couple may wish to leave in the sanctuary, all decorations, aisle runners and ribbons must be removed immediately after the ceremony. Otherwise, the church is not responsible for them.

Florists and photographers engaged by the couple for the wedding ceremony must agree previous to the wedding to remove decorations and equipment from the parish premises after the wedding so as not to impede the next scheduled service; the parties must agree to remove personal effects from the churchbefore leaving the premises after the wedding ceremony has been completed. The Parish is not responsible for items left on church premises by the bridal party or guests, the florist or photographer

Seasonal liturgical decorations in the church sanctuary which have been arranged for Parish worship may not be taken down or replaced for a particular wedding.

UNITY CANDLE.................Having a unity candle is a fairly new practice and it has no liturgicalsignificance. If it is used, the unity candle is placed on a small table near the altar. The church provides the table, but not the unity candle. Any decoration of the candle must be kept low and modest, i.e. baby’s breath with greenery. The unity candle is frequently forgotten and left at the church after the ceremony. You are encouraged to make arrangements for a guest or one of the wedding party to take possession of the candle so it is not left behind.

PHOTOGRAPHS.................Photographs and videos may be taken during the ceremony.However, the photographer may not be in the sanctuary areas or obstruct the view of the guests.

FOOD & BEVERAGES.......of any type, are not allowed in the Church.

ALCOHOL & SMOKING. Drinking of alcoholic beverages is not allowed anywhere in the church. Smoking is not allowed inside any building on our property. If the priest suspects that any member of the bridal party has had anything to drink prior to the wedding he/she will not be allowed to participate in the wedding; this includes the bride and groom.

DRESSING ROOMS............You are encouraged to dress at home. The bride and her attendantsmay use Klein Hall. The groom and his attendants may use the back room in Klein Hall. .

RICE, ETC............................It is not permitted to throw rice, birdseed or confetti or to releaseballoons following the wedding ceremony while still at the Parish facilities.

CLEANING UP....................The wedding party is asked to take special care in keeping the parishclean. It is not the priest’s responsibility to clean up after your wedding. Please ask a friend or family member (groomsmen could be assigned this duty) to return furniture to its original place, clean up the church, etc.

Please fill in the following card and retrurn it to the priest.For Catholics getting married to a Non-Catholic

Name you wish to be called during the ceremony_________ and_______________ Will there be grandparents escorted up the aisle?___________________________By whom?__________________________________________________________Will the parents be escorted up the aisle?

By whom?___________________________________________

Where will the men line up?_____________________________________Where will the groom line up?___________________________________Where will the best man line up?_________________________________Where will the women line up?__________________________________Where will the bride line up?____________________________________Where will the maid of honor line up?_____________________________Will there be a flower girl, or ring bearer?__________________________Where will they line up?________________________________________Will there be an aisle runner?____________________________________Who will bring it down the aisle?_________________________________

CeremonyGreetingOpening PrayerFirst Reading : What will it be?_____Who will read it?_____Responsary Psalm: Will it be sung or recited?______

What will it be?_______Who will lead it?_______Second Reading: What will it be?_____Who will read it?______Gospel: What will it be?_________ The priest will read it.HomilyRite of MarriageVowsBlessing of Rings

Unity Candle OptionWill the couple light it?Flower to Mary Option Will the bride do it?

Intercessions: Will the couple compose them or the priest? _

If the priest is composing them, do you have any special needs you would like to have mentioned?________________________________Our Father: Will it be recited or sung? If it is sung, it should be sung by the congregation and not a soloist.Nuptial BlessingFinal BlessingAt the end of the liturgy would you like the priest to introduce you?________What exactly would you like the priest to say?_________________________________________________________________________Dismissal: Will there be a Formal Dismissal of the congregation? _____If so, who will do it?_________________________________________

Normally the Line Up for the Procession is:Wedding Party, Flower Girl & Ring Bearer, Maid of Honor, Bride Do you want anything different from this list?_______________________________________________________________________________________________

Line up for the Wedding PartyWoman will walk with Man

_______________ ______________________________________ ________________________________________ _______________________________________ _________________________________________ _______________________

Seating Arrangement

Church Diagram

Tabernacle

Ambo Priest Chair

Altar

Bride Groom

Maid, Flower, Bridesmaids Groomsmen,Ring,Best Man Bride's Parents Groom's Parents

Bride's Grandparennts Groom's Grandparents Reader, Intercession

Last Row Ushers

Please fill in the following card and return it to the priest For Catholics getting married to a Catholic Name you wish to be called during the ceremony ___________and__________________ Will there be grandparents escorted up the aisle?______________________________By whom?_______________________________________________Will the parents be escorted up the aisle?__________________________By whom?______________________Will the men line up in the sacristy, or in the back of church ?___________Where will the groom line up?_________________________________Where will the best man line up.________________________________Where will the women line up?________________________________Where will the bride line up?__________________________________Where will the maid of honor line up?__________________________Will there be a flower girl, or ring bearer?_______________________Where will they line up?____________________________________Will there be an aisle runner?________________________________Who will bring it down the aisle?_____________________________Will there be 2 servers for the mass___________________________Who will they be?_________________________________________

CeremonyGreetingPenitential RiteGloria: Will it be Sung or Recited or OmittedOpening PrayerFirst Reading: What will it be?_____ Who will read it? _____ Responsory Psalm: Will it be sung or recited?____________

What will it be?______________Who will lead it?______Second Reading : What will it be?____Who will read it?_____Gospel: What will it be?____________ The priest will read it.HomilyRite of MarriageVowsBlessing of Rings

Unity Candle Option: Will the couple light it? ________________ Flower to Mary Option : Will the bride do it?___________________

Intercessions: Will the couple compose them or the priest? ___________If the priest is composing them, do you have any special needs you would like to have mentioned?__________________________________________________________________________________________________Offertory Procession: Who will bring up the gifts?Our Father: Will it be recited or sung? _________________If it is sung, the congregation and not a soloist should sing it.Nuptial BlessingReception of Holy Communion.: Who will help distribute?__________

__________________________________________________________Final BlessingAt the end of the liturgy would you like the priest to introduce you?-___________What exactly would you like the priest to say?__________________________Dismissal: Will there be a Formal Dismissal of the congregation? ___________If so , who will do it?______________________________________________

SORROWFUL MOTHER PARISH COUNCIL

WHEATFIELD, INDIANA

Constitution and By Laws

MISSION STATEMENT: In union with our Bishop, our mission is to Praise the name of Jesus Christ by nurturing a community atmosphere, and strong Religious Faith among the members of Sorrowful Mother Parish. We open ourselves to the workings of the Spirit, in part, by creating a warm community who graciously welcomes people into a family oriented realm of religious Tradition, combined with a contemporary and hospitable environment of stewardship, services and support. We aspire to create programs of renewal, outreach, evangilization, and ecumenical cooperation while fostering individual Spiritual growth for all.

NAME: The name of this entity shall be “Sorrowful Mother Parish Council” and “Sorrowful Mother Parish Finance Council”.

PURPOSE: “The Parish Pastoral Council is a consultative body whose role is to advise the pastor. Its members have no administrative responsibility”. (Letter from Bishop Higi II-46b) “The council is responsible for meeting regularly (generally monthly) to study the current state of Parish ministries (e.g. youth, the RCIA, adult education, liturgy, finance, etc.) to evaluate these ministries, and to make recommendations for future goals or priorities, in the context of advising the Pastor.” (II – 52)

Through prayer to the Holy Spirit we seek guidance to Discern the needs of the parish, Plan solutions, Animate the ministries, and Evaluate the programs of the parish.

In a word, the role of the pastoral council is to help the pastor identify pastoral needs in the parish, help him plan pastoral programs and improve pastoral services, evaluate the effectiveness of existing programs and services with a view to their improvement or, at times, their substitution or termination.

SCOPE: Bishop’s Guidelines – The Functioning of the Consultative Bodies(II – 48)

1. “The reason for the existence of consultative bodies in the Church, including Parish Councils, is not just to insure the right of the (lay) members of the Church to be heard, but to counsel the pastor on the actual pastoral ministry of the Church. This assumes that the laity who make up the Pastoral/Finance Council, is not in existence merely to give the lay people an opportunity to be heard, or as some would say, to “ventilate.”

2. The existence of consultative bodies assumes that the pastor will not only hear, but listen to the members of the Church on matters of pastoral ministry. The existence of consultative bodies assumes the authority of the pastor. If these bodies exist in order to advise the pastor in decisions concerning pastoral ministry, it must be assumed that these decisions are the pastor’s to make. While the pastor’s decision-making process is obviously lacking if the advice of the parishioners is not taken into account at every step of that process, ultimately he is the one who is responsible for the final decision. Canonically speaking, the pastor judicially represents the parish in its affairs (Canon 532), and these bodies have a consultative vote only (Canon 536, 537)

3. Consultative bodies should operate from the principle of consensus-building. Only in this way can be avoided the either-or dilemma which pits the pastor’s authority against the people’s right to be a part of the decision. The process of consensus-building works toward the goal of arriving at a decision that is the most acceptable to the largest number of the members of the group. This process is often more complicated and seems less satisfying in the short run than other strategies which may seem more expedient. However, it stands in stark contrast to the prospect of decisions made either arbitrarily by the pastor, or forced upon the pastor by the council in a power game. This is not to say that the pastor may not make a decision which runs counter to the advice of those consulted. Nor can it be assumed that every decision will be reached unanimously. The principle of consensus-building simply holds up the value of real consultation and mutuality in pastoral decision-making.

4. Consultative bodies of these types are Pastoral in nature. In other words, Pastoral Councils and Finance Councils are not legislative (policy-making) bodies, nor are they administrative (policy-implementation) bodies. Rather, these councils are convened to engage in prayerful and informed discernment with regard to the pastoral life of the parish, including the areas of worship, religious education/formation, service, outreach and more.” (Guidelines issued by Bishop Higi – II – 48, II – 49.)

FORMATION FOR COUNCIL MEMBERS: “If the role of the Pastoral or Finance Council members is to be seen as a ministry, it is appropriate that it be supported by experiences and processes of formation appropriate to the ministry. This formation should not only take place as a person is becoming a member of the Council, but in an ongoing way throughout the life of the Council.” (Bishop’s Guidelines II – 69)

“Both prayer and study should form a major part of the business of a consultative body. Ifthe body is to be seen as consultative with discernment as its primary objective, these two facets are essential.”

The successful development of our Parish and Finance Council can offer unlimited possibilities. With widening horizons the task of shaping our Parish for years to come, establishing long-term goals and methods of achieving them is ever-present. The responsibility of these Councils is enormous; We must not settle for any less than the best conditions under which to operate. The Spirit of Cooperation and Prayer must be intense in this vital Ministry.

PASTORAL ACTIVITIES OF THE PASTOR: Canons 528 – 529 speak of what the Church considers basic pastoral work in a parish:

1. Instruction in the full range of the faith and catechetical formation.2. Programs promoting gospel values, including issues of social justice.3. Catholic education of children and young adults.4. Outreach to fallen away Catholics5. Ecumenism and Evangelization.6. Programs of sacramental life and preparation.7. Promotion of Eucharistic devotion.8. Enhancement of programs for the sacraments of Penance and Holy

Communion.9. Inculcation of prayer life, especially within families.10. Effective participation in the liturgy.11. Methods of acquaintance with parishioners, the welcoming of newcomers,

home visiting, efforts at building community.12. Motivation of the Spiritual and Corporal works of mercy.13. Efforts of special care for the sick and dying.14. Tangible concern for the poor, the afflicted, the lonely, the exiled.15. Fostering of solid Christian family life.16. Promotion of the lay apostolate.17. Strengthening of extraparochial relations with the Bishop, diocesan pastoral

efforts and a worldwide Catholic identity.

Parish Membership: In order to be considered a member of Sorrowful Mother Parish in good standing, the following is necessary:

1. One must be registered with the Parish2. One must be a Practicing Catholic3. One must Participate within the parish, contributing of one’s time,

talent, and treasure.

A current listing of all members in good standing will be maintained by the Pastor.

Membership Of The Parish Council

A. Membership: All registered members of Sorrowful Mother Parish, eighteen years of age or older who are practicing Catholics in good standing with the parish, are eligible to be nominated for the Council, and to vote in the Council election.

B. The Council shall consist of eight elected members (voting) plus the Chairpersons of the six Apostolates (non-voting) who are appointed by the Pastor after consultation with the Parish Council.

C. Vacancies caused by resignation, removal, moving away, no longer being a member of the parish by appointment of the Pastor after consultation with the Parish Council.

D. Elections to the Parish Council shall be held on a yearly basis, the first Weekend of October at all the Masses. Two members shall be elected to fill the positions of the two whose term has expired. Members are elected for a four year term.

E. Spouse, children, parents, siblings of present members are not eligible for membership in the parish council.

Parish Council Election Committee:

Mission Statement: Conduct election yearly to replace members of the Sorrowful Mother Parish Council.

Committee Members: The Parish Council Election Committee will consist of two or more current members of the Parish Council.

The Parish Council Election Committee will be responsible for conducting the Parish Council Election adhering to the following guidelines:

Nominations for parish council will be opened three weeks prior to the election. This period will start with the Saturday Mass on that weekend and continue for two weeks, until the last Mass on Sunday in the following week. Notification of the beginning and ending dates for nominations will be given in the Parish Bulletin.

Nomination Requirements:Nominations may be submitted by any member of Sorrowful Mother Parish. Persons may nominate themselves. Submission is done through the use of Parish Council Nomination Ballots. After the close of nominations, the nominees names will be printed in the Parish Bulletin one week prior to the elections. Also the date of the election should be printed with times of elections. Elections will be held on the Saturday evening Mass and at the Masses on Sunday morning the first weekend of October.

Officers of the Parish Council

The Council shall, at its meeting in October of each year, elect officers who shall serve for a term of one year. The Council shall elect from among its elected members a President, Vice-President, and Secretary. The President shall have served at least one year on the Parish Council in order to be nominated and elected.

Duties of the President: The duties of the President of the Council shall be to prepare, in consultation with the Pastor, the agenda for the Council meeting, and to conduct the meetings of the Council.

Duties of the Vice-President: The duties of the Vice-President shall be to assist the President in the performance of his or her duties, and to conduct the council meetings in the absence of the President.

Duties of the Secretary: The duties of the Secretary shall be to be responsible for the recording of the minutes of the Council meetings, to ensure that there is preparation in written form of the minutes of such meetings, to assure that the minutes are available to the Council members and the Parish, to keep the attendance records for each meeting and to retain the permanent records of the Council.

Meetings

The council shall meet on the third Thursday of each month at 7:00 PM in the Chapel. The President in consultation with the Pastor, may direct a different meeting time or place if circumstances warrant.

All Council meetings shall be open to any member of the Parish.

If any member shall be absent without notification or excuse for three consecutive meetings, the council shall remove said member at its next meeting unless the member shall show extenuating circumstances for the absences. In such an event, the Pastor in consultation with the Council shall appoint a replacement member to serve the remainder of the term of the removed member.

All agenda items are due with the Parish Council President before the Parish Council meeting. Robert’s Rules of Order will be the norm for all meetings.

FINANCE COUNCIL

PURPOSE: Canon # 537: “In each parish, there is to be a Finance Council to help the parish priest in the administration of the goods of the parish. It is ruled by universal law and by the norms laid down by the diocesan Bishop, and it is comprised of members of the faithful selected according to these norms.”

“The Finance Council is a consultative body which provides the pastor with advice concerning the stewardship of parish fiscal resources. It is to serve the goals and priorities set by the Pastoral Council. It assists the pastor by:

Conducting long range financial planning with regard to funding operational and capital needs in the parish and developing a three year fiscal plan;

Developing and overseeing a parish budget process which results in an annual parish budget. This process should involve the participation of those responsible for parish programs. It should be designed in such a way as to address the parish priorities and goals determined by the pastor and parish pastoral council;

Providing financial analysis of current fiscal status reports;

Providing for adherence to the Parish Investment Policy developed by the Bishop’s Office;

Providing the parish with periodic (no less than annually) reports on the financial position of the Parish.” (cf. Canon 1287, 2).

In addition to other duties, the Finance Council will review all proposed parish expenditures over the amount of $2,000 before the expenditure is authorized by the pastor. (This review excludes all emergency and necessary repairs.)

“While the Finance Council has significant responsibility for the stewardship of the parish financial resources, it is not the role of the Finance Committee to recommend directions, priorities, or programs other than those related to its delegation: fiscal stewardship. For this reason, the other consultative structures must be in place for the finance committee to fulfill its role responsibly and effectively.” (Bishop’s Guidelines – II – 58 & II – 59)

MEMBERSHIP

The membership of the Finance Council shall be composed of five members for a period of two years. The dates of appointment shall be such that two members of the Council will retire each year. Membership of the finance Council shall be by appointment of the Pastor. Membership is renewable.

Criteria: “The purpose of the Finance Council is to provide the pastor, the Parish Pastoral Council, and other leadership bodies with professional financial analysis. For this reason, it is important that the Finance Council be composed of individuals who have had experience in the areas of business, finance and accounting. While the Finance Council’s membership should be as balanced as possible (e.g., gender, age, racial/cultural background, etc.) membership must include individuals who have a working knowledge in the areas of business, finance and administration.” (Guidelines of Bishop Higi – II – 61)

MEETINGS: The Finance Council will meet quarterly and in case of pressing issues, more often. At the end of each of the Finance Council meetings, the date of the next meeting is to be set.

Role of Chairperson: The chairperson, elected by the council membership, is central to the effectiveness of the finance Council. The chairperson is responsible for:

Organizing and coordinating the agenda and process of the council; Chairing and facilitating the meetings of the council (the chairperson may

delegate facilitation of portions of the meeting to other members); Encourage members and committees of the council to fulfill their specific

responsibilities and delegations; Establish an ongoing process of evaluation of the council’s effectiveness.

(Guidelines of the Bishop – II – 62).

The Role of The Administrative Secretary: The Administrative Secretary prepares summaries of the meeting of the council, maintains the membership roster, assures the preparation and dissemination of materials for the council meeting, and is responsible for all council correspondence.” (Guidelines of the Bishop – II – 63)

AMENDMENTS

This Constitution and By Laws may be amended at any time by a 2/3rds. Vote of the then current elected members of the Council.

SORROWFUL MOTHER CHURCHAPOSTOLATES

The Parish Organization shall be composed of six permanent Apostolates. Each Chairperson of an Apostolate is a non – voting ex-officio member of the Parish Council. The term of office for the Chairperson of each Apostolate shall be by appointment of the Pastor, after consultation with the Parish Council, for a period of two years. This appointment is renewable. The Apostolates are as follows:

1. Building and Grounds – A. CemeteryB. Parish Facilities C. CleaningD. MaintenanceE. Parish Grounds

2. Education –

A. Sacramental Preparation 1. First Reconciliation

2. First Communion3. Confirmation

C. RCIAD. Religious Education

1. CCD preschool – grade 122. Vacation Bible School

E. RetreatsF. Youth GroupG. Diocesan Youth Activities

3. Liturgy & Spirituality –A. LectorsB. Extraordinary MinistersC. ServersD. MusicE. Liturgy CommitteeF. Prayer GroupG. Cards to ill parishionersH. Prayer ChainI. Art & EnvironmentJ. Parish Renewal 1. Mission – visiting priest 2. Renew, Why Catholic, 40 Hours etc.

4. Social Concerns –

A. Membership 1. New member visits

2. Welcome Packet3. Registration Form

B. Communications 1. Parish Calendar2. Parish Directory3. Bulletin4. Catholic Moment5. Local newspapers

C. St. Ann Sew ClubD. Altar & Rosary Sodality 1. Funeral dinnersE. Holy Name SocietyF Family Life

1. Parish Picnic2. Carry-In Dinners3. Parish Family Get-togethers

4. Newcomer dinnersG. Respect Life H. Election Committee

5. Fiscal Resources – A. Finance Council B. Major FundraisingC. BookkeepingD. Bulletin Ads

6. Mission –A. EvangelizationB. Ecumenism

1. DartballC. Outreach – Social Ministry 1. Food Pantry

2. Helping Hands3. Oak Grove4. Helping ill or elderly parishioner

D. Sister Parish1. Rummage Sale2. Food Booth at Festivals3. Raffle

SORROWFUL MOTHER CHURCH FOOD PANTRYWHEATFIELD, INDIANA

“I was hungry and you gave me food, I was thirsty and you gave me something to drink”

Matt 25:35

BOARD OF DIRECTORS

BYLAWS

In early 2010, the Mission Committee and Helping Hands began a modest Food Pantry to serve the Wheatfield area. This activity has grown beyond all expectations and has evolved to the point that a formal organization is needed to provide guidance and oversee the operation of the Food Pantry. The Board of Directors will work under these Bylaws.

NameThe name of the Food Pantry is the Sorrowful Mother Church Food Pantry and is usually referred to as the “Food Pantry”.

LimitationsThe Food Pantry is currently associated with the United States Department of Agriculture through the Feeding America program and is a recognized agency of Food Finders Food Bank in Lafayette, IN. The Food Pantry receives federal commodities through The Emergency Federal Assistance Program (TEFAP). The Food Pantry is in agreement with and is operated according to the regulations of these organizations. The amount of food supplied by these organizations is substantial and constitutes over 80% of the food distributed by the Food Pantry. The Board of Directors is limited to these regulations and may exceed them but may not ignore nor violate these agreements.

OrganizationThe Board of Directors will be organized by the Food Pantry Director and the Bylaws of this group will be presented to the Parish Council and the current pastor of Sorrowful Mother Church for consideration and approval. Once the Board is established and the Bylaws accepted, the Board will continue until such time as the Food Pantry is no longer operational. The pastor of Sorrowful Mother Church is the final authority for the Board of Directors and the Food Pantry.

MembershipThe Board of Directors will be an organization of at least seven members that are actively involved with the Food Pantry. Each member will serve a three year term. Individuals interested in becoming members will present their request to the Board and the Board

will decide by majority vote on their membership. Parishioners of Sorrowful Mother Parish must always hold the majority of seats.The current pastor and the Food Pantry Director will be permanent members. At least one member must be an active volunteer with the Food Pantry besides the Director. Three of the seats will be specified as liaison seats and all others will be at large. The parish organizations with liaison seats shall choose their own members and the Board will not vote on their inclusion.

Specified MembershipAt least one member of the Board of Directors shall be a member of the Parish

Council and will act as a liaison for that group.At least one member of the Board of Directors shall be a member of the Helping

Hands and will act as a liaison for that group.At least one member of the Board of Directors shall be a member of the Mission

Committee and will act as a liaison for that group.

If the organizations listed above do not have an interest in having a liaison with the Board of Directors, that seat will remain vacant. If a parish organization not listed above wishes to have a formal liaison with the Board of Directors, the seat may be established by amending these bylaws.

MeetingsThe Board will meet regularly to share information on current operations, plan for the future and provide guidance. A time and place for the meetings will be chosen based on the mutual convenience of the members. Regular meeting dates will be published in the parish bulletin. If at all possible, an agenda will be made available to all Board members before the meeting. All meetings will be open to members of the parish and their guests.

The meetings will be chaired by an elected officer and follow recognized rules of parliamentary order. A simple majority is sufficient to pass motions unless noted in these bylaws or decided by vote by those in attendance. Only Board members may vote on motions.

Board OfficersThe Board will elect from their members a chair, secretary and treasurer. Officers will serve for one year. These officers will have the following duties for the Board and the Food Pantry:

Chair The Chair of the Board of Directors will call and conduct meetings, provide leadership for the Board and meet regularly with the pastor. The Director of the Food Pantry is eligible to become the Chair but is not required to do so.

Secretary The secretary of the Board of Directors will take official minutes at the meetings, provide a summary of those minutes for the parish bulletin, and will

provide the necessary correspondence for the Food Pantry including thank you letters that recognize donations to the Food Pantry.

Treasurer The Treasurer of the Board of Directors is also the treasurer of the Food Pantry. This individual will make a monthly report to the Board, keep accurate records of all donations to the food Pantry and pay and record all bills incurred by the Food Pantry.

If the Board of Directors decides to add officers, they may do so by amending these bylaws.

Amending the Bylaws These Bylaws may be amended in the following way:

An amendment is proposed at one meeting. The amendment will be discussed and tabled to a meeting at least thirty days in the future for a vote. A 2/3 majority is required for an amendment to pass.When an amendment is passed, the wording of the Bylaws will be altered to reflect the approved amendment and made available to all Board members by the next meeting.