Ministry Leader Handbook: Online

Room Reservation Request Form   Multi-Event room Request Excel Template

To schedule a room for a pre-approved ministry event, use the "Room Reservation Request Form" above for each event or event series.  If you are submitting requests for multiple events, you can download the multi-event Excel template, complete it, and submit the file to the Pastoral Assistant.  You will receive a confirmation email once a room is assigned to meet the needs of your request.  
 
Additional Details about Room Reservations:

• All events promoted to the wider parish are to be pre-approved and coordinated under your directing Ministry Area Commission (MAC).  If your event is not yet approved, someone will reach out to you for additional details for any necessary approval process, prior to adding it to the parish room reservation calendar.
• All room requests will be assigned as quickly as possible.  The use of space at St. Gabriel uses various factors to prioritize room usage, including our defined priority of usage list, the date of request, and group size.  (See "What is the priority order for scheduling space?")
• If your event is canceled, please notify the Pastoral Assistant as soon as possible so that the space may be used by others and the event removed from the calendar.
• ALWAYS check the church room reservation calendar on the website to confirm your room assignments.  Occasionally, unforeseen circumstances will require that an event location must be changed.  Every effort will be made to keep these changes to a minimum. The individual listed as the responsible party will be notified via email if the office changes an event’s location.  Please do not assume a room is available because it is empty.

ALL space on the property (buildings, parking lots, grounds) must be RESERVED by ministries on the parish room reservation calendar. View the parish room calendar here: Parish Calendar

Normal build hours are 8:30 am-9:00 pm.  At closing time, facilities staff will lock up the space and arm the alarms.  Groups and ministry teams are to leave within 15 minutes of the closing time once their space is cleaned up.  Special permission may be requested to remain in the buildings after closing.  To request special permission for extended hours, contact the facilities director.

The campus is closed on the following holidays due to limited staffing.  Ministries that desire to host meetings on these days need to request special advanced permission from the facilities manager. 
New Year's Eve, New Year's Day, Good Friday (Except Worship), Easter Monday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Thanksgiving Friday. Christmas Eve (Except Worship), Christmas (Except Worship)

The use of space at St. Gabriel uses various factors to prioritize room usage and reservations.  This priority follows a pattern, although the discretionary decisions may fall to the appropriate pastoral team members.  Here is the typical ranking of priority.
•    Any event requested by the Pastor
•    Parish-Wide Liturgical Celebrations & Sacraments (Mass, Funeral, Reconciliation, etc.)
•    Special events requested by the Director of Ministries, or Director of Operations
•    Traditional annual parish-wide one-time events (St. Gabriel Celebration, Stewardship Calendar, etc.)
•    Life Stage Evangelization, Discipleship, & Formation Programs  (Examples: Adult Bible Study, Children’s Ministry Gathering, Youth Night, etc.)
•    Routine operational leadership meetings (PPC, FC, etc.)
•    Ministry Specific prayer and worship opportunities (prayer service, induction ceremony, etc)
•    All other ministry events (Meetings, Gatherings, fellowship events for the parish, etc)
•    Groups from outside St. Gabriel (limited)
Room usage prioritization also factors what events were held the previous year, size of the group, impact to the current pastoral plan and mission, as well as other considerations.

Each year, to plan for the upcoming July-June ministry/fiscal calendar year we have a calendaring process that flows like this.

• In the first quarter of each calendar year, staff overseeing liturgy, life-stage discipleship & formation programs (children, youth, & adult), parish engagement ministries, and operations will submit their room reservation requests for dates through June of the following year.
• During early March of each year, other annual all-parish community events may be submitted through June of the following year.
• During early April, all other groups, ministries, and fellowship organizations may submit their calendar requests through June of the following year.
• Ministries can make a room reservation request anytime for the current July-June ministry/fiscal year.
• This schedule is subject to change at any time and all parties are reminded to be flexible.

In order to focus resources on our mission of making disciples, in 2020 St. Gabriel began phasing out renting facilities to outside groups, organizations, and individual parishioners.  Facilities can be used by parish ministries, other diocesan entities, or registered community collaborators when they relate to the missional aspect of the parish.  If there are any special exceptions, requests are to be reviewed by the appropriate pastoral team members.  

We have limited staff on payroll.  We encourage ministries to set up their own rooms. If you would like the facility staff to do this for you, please send an email to the facilities director with instructions on what you would like in the room and how you would like it set up.  If you just want tables and or chairs near the room, send the facilities director an email requesting this.  

 We also do not have a lot of storage space, so please take your supplies home with you. We no longer have storage space for larger quantities or large items.  Permission to store ANYTHING in the Mud Slab or Pantry must be obtained from the Director of Ministries.

Official parish ministries may borrow tables and chairs from the facility for parish ministry use (offsite retreats, small groups, etc).  All borrowed items must be approved in advanced and arranged through the Facility Director. Items are to be moved by the borrower. 
•    Communicate with the facility director about pick-up/return arrangements. 
•    Return items clean and in good condition. Report any damages.

Parish property cannot be used for personal functions.

Church Center Groups is a ministry technology tool connected to our parishioner database that helps ministry and group leaders manage members, share the ministry calendars, take attendance, and share resources.  If your ministry is not yet moved into Church Center Groups, contact the Director of Ministries for assistance in setting up Group in the app.  As a Group Leader, you can do most of your group management from the public-facing Church Center App or website (you can use the web-based interface or download the "Church Center" app from your phone's app store).  However, there are some leader tasks that you’ll need to do from the web-based admin side called Planning Center Groups  View this training video and help page to learn more about managing your group as a leader: Church Center Group Training for Leaders

Features of a Church Center Groups App/Site for Ministry Leader:

• View and manage ministry/group participant list, including names, picture, phone, and email address ( if the participant has this on file in the parish database)
• Add members to your group
• Manage and share your ministry calendar for all to see
• Take attendance, monitor attendance trends
• Email all* or individual ministry participants
• Easily text or call individual participants if a phone/email is on file 
• Share Resources: Share electronic files and websites with all ministry participants/other leaders
• Sends in-app messages to all ministry participants (optional)
• Allow ministry participants to send in-app messages to all other participants (optional)

Features of a Church Center Groups App/Site for Ministry Participants:

• Easily join a new group of ministry by browsing and clicking "Request to Join" or "Join Now"
• In one place, interact with all the ministry groups you belong to
• View other participant's shared contact information, and connect with them by phone, email, text
• View ministry calendar
• Get upcoming event reminder notifications (if the app is downloaded)
• Sends in-app messages to all ministry participants (if enabled by ministry leader)
• View resources shared by the ministry leader (website links, electronic files, etc)
• The app allows you to update your contact info across most parish tools (giving, groups, etc)
• Same app to give, register for programs, etc.

There are multiple ways to promote ministry events and activities. 

• Mass announcement by the priest – announcements relating the whole parish, theme, or advancement of the wholistic parish mission
• Videos at Mass - announcement relating the whole parish, theme, or advancement of the wholistic parish mission 
• Inclusion in Homily by priest or deacon – announcements relating the whole parish, theme, or advancement of the wholistic parish mission 

The weekly bulletin is our main source of communication within the parish. It is designed, sent off to be printed in color by Diocesan Publications, and is then shipped back. This timely process requires us to have a submission process and deadlines described here:
•    Submissions must be received at least 5 days before the Saturday Mass Distribution (This is the Monday prior to the Saturday Mass Distribution – submissions later than the deadline may not make the bulletin that weekend). During holiday seasons, significantly earlier submission deadlines may apply.
•    Submissions should be sent electronically via email to:  [email protected]. Hardcopy and verbal submissions will not be accepted.
•    All parish/ministry programs must have an approved facility request before an event will be published in the bulletin. Ministry should follow the scheduling procedures and have the event on the calendar prior to publicizing the event. 
•    Approved submissions will be placed in the bulletin as space allows.
•    In order to keep the bulletin fresh and appealing with new and up-to-date information, most items will run for a maximum of three (3) consecutive weeks. All items should be updated substantially in order to run longer than the prescribed time. This determination will be made at the discretion of the bulletin editor. Ministries may be highlighted on a monthly basis as space allows.
 

•    We are currently transitioning our ministry communication email system from Flocknote to Church Center.
 Contact Angela Wolden to learn more about setting up your Church Center Group/email system: [email protected].

The Narthex is often the first and last place people see at St. Gabriel.  It is also an area of heavy traffic on weekends. We desire to keep the Narthex as a way to prepare to enter sacred space and not a “market place”.  Narthex “events” will not begin until the celebrant reaches the Narthex.

•    Narthex ministry cabinet (table) space must be requested and approved through Pam Criss (972) 542-7170 x 232 or [email protected].  (Featuring a Ministry at the Narthex Cabinets or in the Courtyard/Loggia is limited to two ministries per weekend.)
•    Requests should be made well in advance of the requested date.  Ministries can reserve a cabinet twice a year. (Special permission for more weekends or more than two ministries per weekend can be requested with the Director of Ministries).
•    When you reserve a ministry cabinet in the Narthex, you will be assigned one ministry cabinet and a sign holder.  All signage must be limited to the 11x17 sign holder.  Any additional signage, decorations, or supplies must fit on top of the cabinet  or underneath.  Additional items should not impede space around the cabinet or be on walls around the cabinet.
•    Ministries must have representatives at their designated cabinets in the Narthex after ALL weekend Mass times. 
•    An announcement may be requested to communicate your Narthex location.  
•    Flyers cannot be handed out as parishioners are arriving/leaving Mass. Interested parishioners can pick up flyers from your designated area.  Please feel free to discuss with the office should you wish to consider stuffing a flyer in the bulletin. 
•    Ministries may not sell goods in the Narthex.  Goods can be sold in the Loggia/
St. Gabriel Courtyard.  Please be sure to schedule the correct area if you are considering the sale of goods. Ministries may accept payments for tickets and registrations in the Narthex. 
•    At the end of the 5:30 Mass, all items must be removed from the cabinet.  The sign holder should be stored inside the cabinet.   

•    Courtyard or Loggia tablespace must be requested and approved through Pam Criss (972) 542-7170 x 232 or [email protected].  (Featuring a Ministry at the Narthex Cabinets or in the Courtyard/Loggia is limited to two ministries per weekend.)
•    Requests should be made well in advance of the requested date.  Ministries can reserve a spot twice a year. (Special permission for more weekends or more than two ministries per weekend can be requested from the Director of Ministries).
•    When you reserve the Courtyard or Loggia, you will be assigned a 6ft or 8ft table and an 11x17 sign holder.  All signage must be limited to the 11x17 sign holder. Additional signage must not impede space around the tables and should fit on the designated table if used.  The table may not be moved once it is set into place for use. 
•    Set-up must not block the flow of traffic and should be off to the sides.
•    Ministries must provide their own shade tent if they plan to use a tent to cover the table in the Courtyard.
•    Flyers cannot be handed out as parishioners are arriving/leaving Mass.  Interested parishioners can pick up flyers from your designated area. 

The website is now our main source of communication within the parish. The purpose of the parish website is to:
•    List ALL parish and ministry EVENTS.
•    Provide general information for visitors and the community at large.
•    Provide information on Parish Ministries.
•    Provide information on the Sacraments (including prep).
•    Provide the Mass schedule and the parish calendar.
Ministries may have space on the home page as a “call to action” button such as registration or as a calendar event as space allows. Please email [email protected] and [email protected] for changes to leadership/ministry contact information, ministry descriptions, or space on the home page. 

•    Weekly emails are sent from the parish to subscribers.  These emails provide select information from the bulletin and may include reminders of upcoming events. 
•    The content of the weekly email is limited to parish-wide or special occasion events and what is included is made at the discretion of the communications coordinator.  
•    Occasionally targeted emails will be sent for parish-wide events

•    These announcement slides are scrolled through 15 minutes before the beginning of each Mass. Slides are visual and give the basic information for events or ministries. The use of this medium of communication to parishioners is intended to be very limited and very brief. 
•    Requests should be made no later than 3pm on Wednesday before the weekend Masses. 
•    Requests will be reviewed and determined based upon timing and relevance
•    Announcements may be shortened or omitted at Father’s discretion.

These announcements are designed to bring attention to a parish-wide event. Fr Don must approve all announcements.  These “pulpit announcements” are very limited. Only one announcement will be allowed per Mass. Also, one announcement will be allowed per event or ministry in any six-month period.
•    Schedule Announcement: Requests for a pulpit announcement must be made in writing to Pam Criss for the pastor's approval to announce, email [email protected].  A schedule of these announcements is generally made several months in advance and is reserved on a calendar on a first-come basis. Advanced notice is recommended.  
•    Announcement Content: Ambo announcements must be appropriately presented in a respectful manner as the liturgy is still underway and you are in the Sanctuary.  Ambo announcements must be less than one minute in length.  
•    Script Approval: Announcement script text must be submitted in writing to the Parish Office or emailed no later than 3pm on Monday before the weekend Masses.    Contact is Pam Criss, (972) 542-7170 (x232) or [email protected].  Any violation from the approved script may result in future requests being denied.  The script is subject to editing to be shortened or content revised. 
•    Announcer List: A list of individuals who will present the announcement must also be submitted no later than 3 pm on Wednesday before the weekend Masses. Contact is Pam Criss, (972) 542-7170 (x232) or [email protected]. 

These are limited to just a few announcements that the deacon reads prior to Mass. To request a deacon announcement, email [email protected] with a very brief (1-2 sentences) announcement. These will be determined based on relevance, timing and the number of requests. 

•    We have St Gabriel Facebook and Instagram to post reminders of upcoming events, Catholic news and information, Diocesan news, and photos of people and events to create a connection and community online. 
•    There are specific guidelines and diocesan requirements for use of the parish social media accounts. To utilize social media, contact Angela Wolden [email protected]. 

•    Events that warrant an insert are those that appeal to a large portion of the parish or a significant event. 
•    The bulletin editor will make the determination of what and when inserts will be placed in the bulletin
•    The submitter may be required to provide 800-1300 copies to “stuff” into the bulletins the week of publication.
•    Volunteers are called upon to stuff the bulletins but if not available, the ministry is responsible for stuffing the insert into the bulletins. 
Note: Please remember that inserts will not be shown when viewing the bulletin online.  For this reason, it may be preferable to submit the information for inclusion in the bulletin instead of as an insert.

Sometimes a ministry team may have a need/proposal to pass out items before or after Mass (ex: pledge cards, book give-away, etc.) (This is not referring to items passed out at a manned Ministry Cabinet.) Please submit your proposal using this form. After approval, arrangements will be made with various ministries and individuals to ensure proper coordination.

Proposal to Distribute an Item at Mass

•    All signage, banners, posters, flyers etc. must be approved. We have very limited space for these items. Contact Angela Wolden, [email protected]. 
•    Nothing may be hung from the ceiling. No signs may adhere to walls, doors, or windows.
•    With approval, the use of portable sign stands or easels to display may be used. 
•    Only approved parish or diocesan ministries can be advertised. No personal or business ads. (Businesses can advertise in the back of our bulletin)
•    Signage outside the buildings must also be approved. Streetside signage requires approval of the Stonebridge Association. Contact Facilities Director.

All promotion of St Gabriel ministries and events should follow the Style Guidelines including the use of the logo, color, and fonts: Download Style Guidelines 
Contact Angela Wolden for image files of the parish logo. 

To support discipleship with parents who have younger children, the parish coordinates childcare during key on-campus ministry programs in addition to our Early Childhood Programs during Mass.  This program uses paid and trained childcare workers. Our Ministry Childcare program offers two types of childcare:

1. Scheduled Childcare:  scheduled during peak ministry gathering times, for ages 6 mo - 7th Grade.  
2. Special Event Childcare: specially arranged for key ministry events, for ages 6 mo – 7th Grade.

• We create a scheduled childcare calendar (above) by evaluating our parish ministries' schedules and considering peak times parents might gather on-campus and childcare worker availability.  This calendar is created and updated prior to each fall, spring, and summer ministry season.  Ministry participants who gather on-site during the calendared times may utilize childcare following the process described below.  Ministries that want to offer childcare during their gatherings are first encouraged to schedule meetings during the calendared times and then promote the childcare service. [Download this Childcare Available logo on communications]
• To provide proper care, space is limited to an appropriate sitter-to-child ratio. Spots are filled on a first-come basis in this order:
  o    Seasonal Registration: Weekly/bi-weekly ministry participants reserve childcare spots each season (often during registration)
  o    Weekly RSVP: Request a spot with the Early Childhood Programs Coordinator (2 days in advance to receive an availability confirmation)
  o    Walk-Up: Any remaining space is available for last-minute walk-ups
• Before each ministry season (Fall: Aug-Dec, Spring: Jan-May, Summer: May-July), ministry leaders should collect childcare-use interest (ideally during any participant registration) and provide the details to the Early Childhood Programs Coordinator.  Collect and provide names and ages of children, and the planned use frequency (every meeting, periodically, as a special backup plan).  

Special Event Childcare Details:

• Special Event Childcare is to be requested during the annual budget/calendar cycle OR coordinated through the Early Childhood Programs (ECP) Coordinator.  When the request is outside of the annual budget/calendar cycle, please use the form below to make your request.  The ECP coordinator will review the request, guide you through key questions, and approve after confirming the availability of childcare workers, a sound funding plan, and a conflict-free schedule.   The ECP Coord. will provide max and min limits for participants and ages, set a cancellation policy, outline childcare hours (2-hour min), and any other guidelines.  It is recommended to make the request as soon as possible to help ensure childcare workers can be scheduled.  Only after approval, should a ministry leader promote the availability of childcare.  If requesting during the annual budget/calendar cycle, provide the intended childcare need, anticipated use, schedule, and projected expense to your ministries approving budget manager.

Covering the cost of the Ministry Childcare Program

• While the church pays childcare workers and incurs an expense, there is not a direct “fee” charged to users or a ministry for Scheduled Childcare or Special Event Childcare set-up during the budget/calendar cycle.  However, ministries are expected to invite users to consider a donation using our text-to-give (Text [Amount] and childcare to 84321) or this online donation link.  Ministries requesting Special Event Childcare that was not approved in the annual budget cycle will be asked to describe their plan to cover childcare expenses and are to pre-pay or pre-allocate budgeted funds prior to the event.  Preference is for the funding plan to be through user donation, existing budgeted funds, or existing fund-raising (not new unbudgeted or special fund-raising efforts).

Contact Early Childhood Coordinator for full program details.

The following Audio/Video items are reservable for ministry events: (Limited to first-reserve availability)
•    House Sounds System (Community Center, Kelly Center Parish Hall)
•    TV Cart w/ DVD Player and Computer
•    Video Screen and Projectors for a Computer/DVD Player (Ministry provides laptop)

Please anticipate your audio/video needs prior to your event.  To reserve any of these items:
a) request the item at the time of reserving the room and, 
b) follow-up at least one week before the event to confirm A/V needs availability, discuss the set-up, and request usage instruction. 

For the week prior follow-up please contact the Facilities Director.   Since sound system equipment is expensive and can be broken when used incorrectly, anyone using a sound system needs to be properly instructed on how to use it.  For smooth usage, ministry leaders are to arrive early to their event and test the audio/video equipment.   Facility staff is typically available on-site during your event to help troubleshoot/support any A/V needs. However, utilizing the staff at this time to make audio/video request should not be a replacement for advanced planning.

We have a centralized sharing of commonly used hospitality goods for St. Gabriel groups and ministry teams. Facilities staff orders, organizes, and maintains a stock of supplies ready to serve a crown of at least 150 (see list below). The items are stocked in the Kelly Center kitchen and its adjacent storeroom. Event planners do not need to notify anyone if an event is less than 150 people – just follow posted instructions and take what you need. If an event is larger than 150 – please use this form 3 weeks before your event so facilities can ensure items are stocked. Supplies are not for personal use.

Office Supplies and Common Ministry Supplies:  Contact Ann Schneider if you need to make a ministry purchase of office products.  The parish has a Business Amazon account that often has lower rates and is tax-exempt.  If you are making a purchase for your ministry on Amazon, send the amazon link to Ann Schneider in the Accounting office and she can place that order using the parish account.

All groups and ministry teams who desire to coordinate a donation drive collection of physical items (e.g., coat drive, school supplies, infant items, etc.) and seek to invite the St. Gabriel community to donate are to coordinate the drive through the Justice & Service Council.  The collection drives are not for collecting money.  Gift cards can be collected when apart of other physical goods. This process ensures that we don’t overburden the community with too many collections at the same time and that we don’t duplicate efforts.
 

1. First, review GUIDELINES FOR DONATION COLLECTION DRIVES and review the  DONATION COLLECTION DRIVE CALENDAR for openings.
2. Share your proposed Donation Drive idea by completing the DONATION COLLECTION DRIVE FORM

• Only one donation drive is allowed at a time and must be scheduled in advance.
• You may only collect items for 15 days (Wed-Wed) (depending on the available reservation calendar). 
• These items need to be picked up at least WEEKLY.  If the donation boxes are overflowing, the ministry leader may receive a call requesting to pick up items sooner.
• The boxes are on wheels and can be rolled out to the parking lot to be unloaded.
• All signage for the Donation Drive Box must be limited to the 11x17 sign holder.  Additional signage may not be used, including banners and floor displays.  The boxes may not be moved once it is set into place except to transport items for unloading. 
• Each November/December, the Justice and Service Council coordinates the creation of a collection drive calendar for the upcoming year based on the previous year's calendar and current requests. The coordination ensures drives are balanced from a holistic perspective so we don't duplicate efforts and serve various populations.  Collection hosts may be asked to work with other groups/ministries to create this balance.  Open spots may be filled in throughout the year.
• Gift cards may be included as one of the “physical goods” when combined with a list of other physical goods.  Collected using lock-box inside the bin.
• We are not set up to provide tax donation letters for these goods as they are meant to be anonymous.  If someone is asking for a donation letter, they should request it from the organization the goods are being donated to.  

As good stewards of the treasure of our parishioners, we all have the responsibility to use materials and supplies in the parish wisely. We are happy to instruct you on the use of any of the Copy Room equipment.  Please see anyone in the Parish Office for training or help.

•    Please do not use Parish supplies for your personal or business needs.
•    Do not take any of the Workroom supplies home with you, even overnight, as many ministries and staff use these supplies.
•    Use white copy paper for all projects whenever possible. Color paper and weighted papers are much more expensive. If you require more than 100 pieces of “specialty” paper, please provide that at your ministry’s expense.  
•    Remove any colored paper you used from the copier when you are finished.
•    Copies should be made using both sides of the paper whenever possible.
•    Contact the office for any special color printing needs.
•    If you install the last toner cartridge, please leave the empty one on the workroom table as a notice that more toner needs to be ordered.
•    Please keep the table and all areas clean/clutter-free, as this is also a meeting space. 
•    The Copy Room is not a storage room- please contact facilities manager for your storage needs. Items left in the Copy Room without approval will be discarded.

When a ministry team or group has an idea to host and promote a NEW* parish-wide event, start the proposal process here:
HOST PARISH COMMUNITY FELLOWSHIP EVENT
HOST A PRAYER OPPORTUNITY
HOST A FUNDRAISER (EVENT, SALES, ETC)
HOST A DONATION COLLECTION DRIVE
HOST A SERVICE OPPORTUNITY 
*NEW is one that is not currently part of the routine parish calendar.

1. Cloths can be reserved in advance or checked out on a first-come basis.
2. The “Tablecloth Checkout” cabinet is in the storage room next to the Kelly Center Kitchen. Instructions and tools to properly check-out and reserve can be found there.
3. Available cloths can be checked-out on a first-come basis, up to 14 days before an event.
4. Users are responsible for laundering all soiled cloths. (See Cloth Care Best Practices)
5. Cloths are to be cleaned, folded, and properly returned within 3 days after the event.

Some St. Gabriel Ministries have a budget approved through the Finance Committee.  Please check with the person you report to director or the Director of Ministries concerning this budget and/or any of the items below:
•    When supplies are needed, please contact us to see if we have a co-op association, vendor account or credit card for your purchase.  
•    If the purchase is non-budgeted, please contact us for prior approval.
•    Please obtain our tax-exempt form to avoid paying sales tax for items purchased for parish use.  There is also a form for hotel tax exemption.
•    For personal reimbursements, check requests, or questions regarding accounting & money matters please contact our accounting office at [email protected].
•    For check request and reimbursement, documentation, receipts etc., for the reimbursement must be attached to the check request.  Once approved, reimbursements will be made less any taxes you may have paid.  
 

•    All fundraisers must have prior approval and instructions for handling funds.
•    Please contact the Accounting Office for Fundraiser Accounting Procedures at least one month before the fundraising event. 
•    Larger/parish-wide events and fundraisers have the greatest turnout and most success when they are spaced apart from each other.  Therefore, a schedule of these types of events are coordinated by the parish.  Ministry leaders may be asked to provide additional information when scheduling these types of events and may also be requested to shift their proposed date in order to ensure healthy spacing from similar events.

For making budgeted and approved purchases for ministry events, checking out the check credit card to make purchases is the easiest way to pay for items.  To use the church credit card:
a) Communicate with Accounting if you want to check out the church credit card (available during office hours) [email protected] 
b) On the email to accounting, explain the reason for check-out and carbon copy the Ministry Leader, Event Leader (if different from the ministry leader), and Treasurer (if the ministry has one) to ensure purchases are approved and anticipated. 
d) Be sure to use tax-exempt form for purchase
e) Return the credit card and the receipt back to the accounting office

The Diocese of Dallas has policies for alcohol on our parish campus.  These include no hard alcohol and other rules.  If your ministry has a plan to serve alcohol, please contact the Director of Ministries for clarification and the diocesan policy.

The Diocese of Dallas has policies for all contracts.  Anytime a ministry is “signing” ANY contract (electronic or paper), that contract is to be reviewed and approved by the Director of Operations.  Please contact Director of Operations for clarification and direction.

All guest clergy and speakers from outside St. Gabriel who speak on Catholic teaching (or are coming to preside at a Mass) are to be reviewed through the Safe Environment office.  Certain Diocesan policies are to be followed.  To simplify the diocesean policy, we have created a flowchart to help you see what is required of any visiting speakers. Visiting Speaker Requirements

Please contact the  Safe Environment Director as soon as you decide you want to have a guest speaker to ensure you follow the policy.

Will the speaker be taking a stipend, using a contract, or selling books, CDs, etc?CONTRACTS & FINANCIAL CONSIDERATIONS FOR SPEAKERS

All ministry leaders must be cleared through the Safe Environment program.  If you are not cleared you can begin the process by going to our website and following the instructions for a new volunteer or employee.  If you are not sure if you are cleared, please contact the Safe Environment Director.

If there are any children or vulnerable adults that participate or visit with you in your meetings, you are required to have two cleared adults in the room, unless the children are accompanied by a parent or guardian. Children must not be allowed to roam the halls or be in the rooms by themselves.  Parents must accompany them to the bathroom or anywhere else in the building.  If the parent is not present, then two cleared adults must be available to take the children to the restroom.  If you cannot meet this requirement, then the children should not be in the meeting.  Please refer to the safe environment policies and procedures for all the requirements regarding children and vulnerable adults or talk with the Safe Environment Director if you have any questions.

We do not have a commercial cleaning company that comes in every day, so we need everyone who uses the facility to pick up after themselves. Wipe off tables and chairs.  
•    Please wipe up if there are any spills, pick up trash, sweep or vacuum floors if needed.  
•    Please leave the room like you found it or better. 
•    All trash is to be bagged and taken to the dumpster behind each building.  
•    If you have any leftover paper supplies, such as paper plates or napkins that you would like to donate to the parish, please put them in the appropriate storage area of the kitchen of that building (Kelly Center or Community Center).  Mark and date all food that is left in the kitchen, including “for staff”.  If you have food leftover in the Community Center, please bring to Kelly Center or notify a staff member of the leftovers. Please notify the Facilities Director if anything is broken or damaged in the room.
•    If you see any hazards, please eliminate them or report them to the staff so they can be eliminated. (i.e. electrical cords across walkways, boxes out where they can cause someone to trip, loose carpeting etc.). Please report damages to staff.

Room Use
Rooms should be put back the way they were found prior to your use.  We do not have a cleaning service that comes in on a daily basis.  
•    If you had facility staff set up chairs and or tables prior to your meeting, please put them back on the rack which will be placed outside the room for that purpose.  Kelly Center: Return rack to the Parish Hall. Community Center: Return racks against the common wall shared between the gym and cafeteria. 
•    Dispose of all trash and garbage you produce from your meeting by gathering up the trash bags and putting them in the dumpsters in the back of the buildings.  Replace a trash bag in the can (found in storage room next to the kitchens).
•    Storage space is very limited, so take your supplies home with you.
 

Facility staff will be happy to train you on the kitchen equipment.  If you are not familiar with the kitchen, please contact the Facilities Director for an appointment to be trained.  The Community Center kitchen uses gas so there are specific instructions that the staff will provide to you for the use of this equipment.   
•    Food and supplies that you provide can be stored in the kitchen for short periods of time for a special event.  Contact the Facilities Director if you need to do this so he can help you with an area for temporary storage.
•    Always mark your items clearly so others do not use them.  Once your event is over and if you have leftovers that you would like to leave, please remove the tags that reserve it so we know it is available.  Anything not marked will be available to others. Please check with staff before leaving any food so we know it is available.

The building it typically unlocked and open from 9am-9pm M-F (non-holidays) and many weekend hours as well.  Most ministries will not need special access to enter the building.  However, if you lead a ministry or need to get into the buildings on a regular basis you can arrange to gain building access codes.  
•    Send an email to the Facilities Director with a reason for the need.  You will be given a card with your access codes, and someone from the facility staff will train you on the procedures. 
•    Please contact the Facilities Director during business hours well before the date of your event.
•    Never give your card or codes to others. 
•    Access codes are temporary and do expire. Do not assume you have access if you do not use your code on a regular basis.

If you are the last person in the building and you do not have a security code to set security contact the Facilities  Director.

1.    Lock front entry doors to keep anyone who does not have building access from entering the building.

a.    All metal and glass doors have a panic bar on them.  Check each door by pushing on the door, not the panic bar.  If the door opens check the panic bar and if it is pushed in you must use the ratchet key to release the bar so the door will lock.

2.    Walk through the building.

a.    Check each room for people or coffee pots left on
b.    Lock all doors that have push-button locks
c.    Turn off all lights in rooms and hallways (bathroom lights in parish center are automatic, do not turn them off) 

3.    Set the alarm

a.    Wait for the green “ready’ signal.  If the display notes a problem, check the noted area (i.e. a door not closed etc.), and resolve it.  If you have checked everything and there is still an error, try pushing the reset button on the panel.  If that fails call the Tel-Guard Central Station, Facilities Director of Director of Operation for help.
b.    Leave through the doors by the security panel.  Using any other door will set off the alarm.
c.    You have 60 seconds to exit
d.    Use your code only, guard your code from unauthorized use

Important Phone Numbers

Tel-Guard Central Station - 214-741-6055 (for alarm notification)                              
In case of problems with system contact:
Facilities  Director
Director of Operations
Emergency         911  

Thermostats for meeting areas are located in the following locations:

1.    St. Joseph’s room – located in that room.
2.    St. Zechariah room– located in St. Elizabeth room.
3.    St. Elizabeth room – located in that room.
4.    Kitchen – located in that room.
5.    St. Mary room – located in Copy room.
6.    Copy room – located in that room.
7.    Nursery – located in Parish Offices

Operation:
•    The thermostats are set-up to control the temperature at a set point during those hours established as “occupied” or normal business hours.  The temperature has been programmed to be comfortable during typical use.  During “non-occupied” hours the temperature is allowed to go higher/lower to conserve energy.
•    Simply touching the screen “wakes” the unit up and shifts it into a temporary “occupied” mode.
•    The thermostats have an LED screen with several “buttons”.  The only buttons that have any meaning for the average occupant are:
o    The up and down arrows – You can use these arrows to change the temperature +/- 5 degrees.  Typically, only 1-2 degrees is all that is required.  Changing it more does not make it heat or cool faster.
•    NOTE:  Pressing any other buttons will only delay or interrupt achieving the temperature you are seeking.   The buttons other the up and down arrows, are for technical servicing of the system only.
UP and DOWN arrows Changes temperature 5 degrees 
Pushing any other buttons will only interfere with the system response.

Thermostats for meeting areas are located in the rooms.
Operation:
•    The thermostats are set-up to control the temperature at a set point during those hours established as “occupied” based on when the rooms are typically used.  The temperature has been programmed to be comfortable during typical use.  During “non-occupied” hours the temperature is allowed to go higher/lower to conserve energy.
•    Turning the dial 2 times in either direction shifts it into a temporary “occupied” mode.
•    The thermostats have an LED screen.  In the lower-left corner of the screen is a small picture of a building.  When the picture of the man moves into the building, it is in “occupied” mode.
•    The dial allows you to adjust the temperature up or down a few degrees if needed.