Campaign Policies2018-05-10T14:16:39+00:00

CAMPAIGN POLICIES
RECOMMENDED BY THE PRIESTS ADVISORY COMMITTEE AND
ADOPTED BY
MOST REVEREND PAUL S. COAKLEY THURSDAY, JULY 20, 2017

INTRODUCTION

This guide sets out the policies for conducting an historic campaign in the Archdiocese of Oklahoma City. Any deviations from these policies must be approved by the Priests Advisory Committee and Archbishop Paul Coakley.

Members of the Priests Advisory Committee:

Rev. Brian Buettner, Blessed Sacrament, Lawton

Rev. Cristóbal de Loera, St. James the Greater, OKC

Rev. Timothy Fuller, Saint Philip Neri, Midwest City

Rev. Joseph Jacobi, Holy Spirit, Mustang

Rev. Peter Jandaczek, Assumption, Duncan

Very Rev. William Novak, VG., Saint Francis of Assisi, OKC

Rev. Joseph Pudota, Saint Paul the Apostle, Del City

Rev. Richard Stansberry, Christ the King, OKC

Rev. John Peter Swaminathan, Holy Trinity, Okarche

Rev. Donald Wolf, Saint Eugene, OKC

Rev. Oby Zunmas, Holy Cross, Madill

1. FULL PARISH PARTICIPATION

a.) Every parish will participate in the campaign. Parishes and missions will adhere to the campaign plan involving a phase-by-phase approach to fundraising, and proportionate and specific gift requests payable over three-to-five years. The role of the pastor in the campaign is key. Pastors must project a positive attitude regarding the campaign to the parish finance and pastoral councils and from the pulpit, visit with prospective large donors to request their gifts, and strongly encourage parishioner- to-parishioner solicitations.

b.) It is a priority of Archbishop Coakley for the campaign to be conducted in a dignified and spiritual manner. The campaign will educate parishioners about their obligations as stewards and the need for the prayerful participation of each Catholic household.

c.) Funds will be requested over and above current giving to ensure future ordinary income is not harmed. All funds raised in the campaign will be used only for the objectives and programs outlined in the Campaign’s Case for Support.

d.) All parishes and missions will participate in the fundraising effort in an appropriate wave of campaign activity between October 2017 and May 2019. Parishes and missions will conduct their campaign within the assigned timetable and pilot/wave format. This format provides flexibility and should accommodate all parish and mission situations.

e.) Parishes will be supported by professional fundraising counsel throughout the process. This includes coaching/training of pastors and volunteers, material development, etc.

f.) Parishes will make use of operative materials, which include personal letters to all parishioners, pulpit announcements and homilies from clergy (or talks by lay leaders), bulletin inserts, and appropriate recognition of all parishioners who make gifts to the campaign.

2. PARISHIONER INFORMATION

a.) Parishes generally have the most up-to-date contact information for their parishioners. It is important for the campaign office to have this information to prepare materials such as personalized request letters, pledge cards, gift acknowledgement letters, and pledge payment reminders. It is also important for the campaign office to have access to parishioners’ annual giving data for planning which households participate in which phases of gift requests in the parish campaign.

b.) Parishes and missions will be required to submit parishioner data to the Campaign Office. This includes for each household the full name(s), home address, phone number, email address,annual offertory amount for the previous three years and other pertinent information.

c.) Parishes or missions employing third parties (i.e. envelope companies) to collect and manage parishioner data, may be asked to authorize such third parties to release requested data to the Campaign Office.

d.) The Campaign Office will use this information to assist parishes and missions in planning their campaigns and securing major gifts.

e.) This information will be kept confidential and will not be shared with individuals outside of the archdiocesan Campaign Office, Business Office, and Stewardship & Development Office. The parishioner contact information provided from the parishes to the archdiocese will be used to update the archdiocesan databases and will be retained following the completion of the campaign.

3. PARISH GOAL SETTING FORMULA

a.) Each parish and mission will be assigned a financial goal, which is not an assessment. This goal represents a fair share of the archdiocesan campaign goal and is based on 135% of each parish’s three-year average of regular offertory income (2014, 2015, 2016).

b.) Regular offertory is giving through Sunday collection and holy days. Regular offertory excludes building and special funds.

c.) Parish goals will be rounded up to the nearest $5,000.

Example: After the goal formula is applied, if a parish goal is $1,273,819, the goal would be rounded up to $1,275,000.

d.) Each parish is expected to follow the campaign plan and raise its goal; however, it will not be assessed for falling short of its goal if it conducts the campaign in good faith. The PAC will determine if a good faith effort is made by each parish to raise its goal. A good faith effort is generally defined as meeting with campaign staff (CCS or archdiocesan) on a regular basis, recruiting a volunteer committee, and speaking about the campaign from the pulpit. The PAC may recommend the archdiocese assessing a parish for its lack of good faith effort to raise its share of the campaign goal.

4. FORMULA FOR SHARING FUNDS RAISED (UP TO PARISH GOAL)

a.) Each parish or mission will receive a portion of the proceeds from its campaign for projects for its local needs as described in its case for support.

b.) The funds raised up to the parish or mission goal will be shared 80% to the archdiocese and 20% to the parish or mission.

Example: A parish goal is $500,000 and the parish raises $500,000. The parish will receive $100,000 (20%) for its purposes, and the archdiocese will receive $400,000 (80%).

c. Sharing of funds will be based on cash received throughout the pledge redemption period.

5. FORMULA FOR SHARING (OVER PARISH GOAL)

a.) Parishes or missions exceeding their goals will receive 50% of the funds raised over the goal for their local needs.

Example: A parish goal is $600,000 and the parish raises $1,200,000 (200% of goal), the parish will receive a total of $420,000: $120,000 (20% of funds raised up to the goal) and $300,000 (50% of funds raised above goal). The archdiocese will receive $780,000.

6. ALLOCATION OF CAMPAIGN FUNDS

a.) While the campaign will raise funds for several ministry priorities, the first funds received will be utilized to build the Rother Shrine/Church and renovate the Cathedral of Our Lady of Perpetual Help. Once the Shrine and Cathedral projects are completed, campaign funds will be allocated to the other ministry priorities detailed in the case for support.

b.) Remaining Funds received by the campaign will be allocated to the various case elements per their funding target in proportion to the total goal.

c.) After six months of cash pledge redemption, quarterly transfers of the parish portion of campaign funds will be transferred into established parish campaign PDLF accounts.

7. DONOR RESTRICTED GIVING

a.) Donors can restrict their gifts to one or more of the archdiocesan campaign case elements with the approval of Archbishop Coakley and his advisors.

b.) A gift restricted to a parish will not be counted in the archdiocesan campaign.

c.) Special consideration may be given to restricted gifts made to parishes conducting combined campaigns.

8. CLERGY GIFTS

a.) Archdiocesan clergy are expected to participate in the campaign at a level commensurate with their financial ability.

b.) Gifts from priests or deacons will be credited to the parish they designate.

9. PARISH CASE STATEMENTS

a.) Each parish and mission will prepare a written case statement identifying the use of its share of funds. The case statements will be published in materials unique to each parish, as a means for communicating to parishioners the parish’s intentions for using its share of the funds. The costs associated in producing such materials will be covered by the archdiocese (except for combined campaigns).

b.) Examples of parish case components may include capital needs, parish facility expansion, renovation, debt reduction, or programs. The individually prepared case statements will be subject to archdiocesan policy regarding project and dollar cost approvals, and all existing archdiocesan policies.

c.) Parish case statements will be reviewed and approved by the Campaign Office.

10. COMBINED PARISH CAMPAIGNS

a.) Some parishes may have extraordinary local fundraising needs beyond the scope of the parish sharing formula. These parishes can consider raising capital funds for parish needs in conjunction with the archdiocesan campaign during the campaign timetable. Special provisions have been created to accommodate parishes wishing to conduct campaigns for both archdiocesan and parochial needs.

b.) A parish considering major capital fundraising efforts in conjunction with the archdiocesan campaign will require approval by Archbishop Coakley, based on consultation with and recommendation of the Priests Advisory Committee. Approval must be received no less than three months prior to the anticipated start date of the combined campaign.

c.) A parish conducting a combined campaign must comply with all existing archdiocesan policieson capital projects and major fundraising initiatives.

d.) A parish conducting a combined campaign is required to conduct a professional campaign feasibility and planning study.

e.) Parishes conducting combined campaigns are required to retain and pay for professional fundraising counsel from a list of approved vendors provided by the Office of Stewardship& Development.

f.) Parishes conducting combined campaigns will create campaign brochures unique to their fundraising efforts and are responsible for printing, mailing, campaign counsel and other costs associated with the combined campaign. Materials created for parish combined campaigns are subject to review by the Campaign Office prior to production.

g.) A parish gaining approval to conduct a combined campaign must guarantee payment to the archdiocese of 80% of its assigned goal in a signed agreement between the parish and the archdiocese. The parish will pay the archdiocese 1/20th of its share (80% of the parish campaign goal) each quarter for twenty quarters, beginning three months after the conclusion of the active solicitation phase of its campaign.

h.) Combined parish campaign goals cannot exceed four times the most recent year’s offertory income unless special permission is obtained in writing from the PAC.

11. MORATORIUM ON INDIVIDUAL PARISH CAMPAIGNS

a.) To allow for the successful conduct of the archdiocesan campaign, a moratorium on parish and school campaign feasibility studies and multi-year pledge payment capital campaigns is in effect through June 2019. The exception to this policy is approved combined parish campaigns.

b.) The moratorium neither prohibits typical annual fundraising appeals, auctions, dinners, and the like; nor emergency situations such as a new roof, unsafe bell tower or HVAC replacement.

c.) Archbishop Coakley can make exceptions to the moratorium based on extraordinary circumstances.

12. VISITATION OF PARISHIONERS THROUGHOUT THE ARCHDIOCESE

a.) One of the key components of this campaign will be personal visits with prospective donors. A face- to-face meeting is likely to lead to receipt of a larger gift than a letter or phone call.

b.) Parish campaign volunteers may visit only with parishioners registered in their parish.

c.) A parish may solicit someone who is unregistered but using the parish as their principal place of worship, or resides within its territorial boundaries. The parish is asked to notify the Campaign Office to avoid duplicate gift solicitations.

13. LEAD GIFT SOLICITATIONS

a.) During the Lead Gift Phase of the Campaign (July 2017 – December 2017), all Lead Gift prospective donors ($100,000+) will be cleared by and assigned to solicitors through the Campaign Office.

b.) No prospective Lead Gift donor will be solicited without consulting the Campaign Office and the parishioner’s pastor to develop an appropriate strategy.

c.) The prospective donor’s pastor will be consulted prior to the solicitation and kept abreast of any visitation.

d.) All Lead Gift prospective donors will be visited in person by the appropriate and approved leadership team member and presented with a personal proposal.

e.) All $100,000+ requests will be coordinated carefully. Each $100,000+ prospective donor will receive only one gift request.

14. LEAD GIFT CREDITING

a.) Parishes will receive a 10% credit toward their campaign goal for gifts received through the Lead Gift effort.

b.) The maximum credit a parish can receive towards its goal is $1,000,000.

c.) Gifts credited to the parish during the Lead Gift phase will be subject to the parish sharing formula.

d.) The Archbishop must approve any exceptions to the above sharing formula.

15. CREDITING OF GIFTS TO THE CAMPAIGN

a.) All gifts and pledges made to the Archdiocese of Oklahoma City from July 1, 2017 through December 31, 2024 in support of the elements of the published case statement will be counted toward the campaign goal.

b.) All gifts will be processed by the Office of Stewardship and Development.

c.) Any gift made directly to the Archdiocese of Oklahoma City for the funding of a project or ministry not included in the case statement will not be credited to the campaign.

d.) Unrestricted gifts made directly to the Archdiocese of Oklahoma City and unrelated to the campaign efforts may be credited to the campaign by Archbishop Coakley.

e.) Individuals may receive campaign credit for confirmed outright bequest provisions or life insurance policies as recommended by the crediting policies if the intention of the donor is to fund a specific element of the case statement.

f.) Gifts of paid-up life insurance policies should receive campaign credit for the cash value of the policy.

g.) Irrevocable life income gifts (unitrusts, annuity trusts, and gift annuities) made during the campaign will receive full campaign credit.

h.) All annual payments of a charitable lead trust made during the campaign period will receive campaign credit.

i.) Donors of real estate* and personal property (such as paintings, antiques, sculptures, etc.) should be credited at the appraised value of the gift at the time it is made, provided there is no restriction on their sale. The archdiocese and parish will be credited with the net of the sales price divided per the campaign gift sharing policy, minus any brokerage fees. (*Please note: acceptance of gifts of real estate is subject to the policies established by the Archdiocese of Oklahoma City.)

j.) The archdiocese will not accept gifts in the form of timeshares.

16. CORPORATE GIFTS, MATCHING GIFTS, GIFTS OF SECURITIES AND GIFT CREDITING

a.) Matching gifts from corporations or individuals will be encouraged. To receive corporate matching gifts, specific areas of the case statement can be designated.

b.) A parish wishing to solicit a corporate gift should first contact the Campaign Office before contacting a corporate representative to prevent duplicate solicitations and address gift credit concerns.

c.) The Campaign Office will work with the parish to determine the solicitation team to maximize the corporate gift.

d.) Donors of securities (stocks) will receive credit for their gift based on the average of the high and low value of the shares on the day the shares are received by the archdiocese. It is the policy of the Archdiocese of Oklahoma City to liquidate gifts of shares as soon as possible.

17. PLEDGE COLLECTION, REMINDERS AND REMITTANCES

a.) After the initial solicitation and collection of pledge forms at the parish level, the archdiocese will administer pledge follow-up centrally. Donors will be given the option of making payments annually, quarterly or monthly. Parishes will receive regular reports documenting the status of their donors’ accounts.

b.) Pledges are not interchangeable between parishes.

18. GIFT ACKNOWLEDGMENT

a.) Gifts and pledges must be documented in writing to be counted in the campaign. The archdiocese will acknowledge all gifts and pledges, and provide tax receipts.

b.) Parishes conducting combined campaigns will have the option for parish or archdiocesan processing of campaign pledges.

c.) Parishes should also thank their parishioners who make campaign gifts.

d.) The collection of pledges will be the responsibility of the archdiocese. The Priests Advisory Committee will be asked to review reports on pledge processing and redemption during the redemption cycle of the campaign.

19. DISBURSEMENT OF FUNDS TO PARISHES

a.) Parishes and missions will be paid their share of campaign funds into the established campaign PDLF funds beginning six months after the conclusion of their campaigns. These six months will allow for proper auditing and accounting of funds raised. Parishes must confirm the use of funds according to the parish case statements prior to disbursement of the funds.

b.) After the initial disbursement, funds will be transferred to the parishes and missions on a quarterly basis, as cash payments are received on pledges.

20. CAMPAIGN COSTS

a.) Parishes conducting the standard campaign will not incur the cost of professional counsel, operative material, or mailings called for in the campaign plan.

b.) Parishes will be responsible for the costs of additional mailings, events, or campaign enhancements apart from those called for in the campaign plan.

c.) Parishes will be asked to cover costs associated with local parish campaign meetings, such as refreshments and meeting facilities, as well as bulletin inserts promoting the campaign.

21. AMENDMENT OR CANCELLATION OF PLEDGES

a.) The campaign understands a pledge represents a promise made at a specific time in a particular set of personal circumstances, and a donor may need to amend, reduce, adjust, or cancel the remaining balance of a pledge based on a change in circumstances.

22. ANNUAL APPEALS

a.) All efforts will be made to coordinate the campaign with the Annual Catholic Appeal of the archdiocese as well as the Catholic Charities annual appeal, and other annual appeals, so as to minimize any negative impact during the time of the campaign.