Fundraising for Ministries
St. Stephen Catholic Church
St. Stephen Catholic Church is blest with many parishioners who are involved in local businesses which offer a variety of services.
Thankfully, many have expressed an interest in sharing these services with our parishioners. In order to support our parishioners
while avoiding potential conflicts and abuse, the following policy is to be observed.
Any organization that wishes to advertise their business or any ministry that would like to advertise a business in
conjunction with a fund-raising event should adhere to these guidelines.
Pastor/Principal/Parish Manager must give approval to all fund-raising activities.
PROCEDURE:
1. Advertising of parishioners’ businesses is welcomed on our bulletin by contacting Messner at 866-651-2111. The school and
parish also have opportunities for a business to sponsor a publication or event and be acknowledged in print (i.e., ministry
directory, welcome folder, school folder, Angels Among Us, Spring Jubilee, etc.).
2. The church may establish a relationship with a business in order to provide services for our parishioners (ie. I-9 Sports). In this
case, the event or service can be advertised but the emphasis must clearly be placed on the service, not the business.
3. All fund-raising events must receive prior written permission by the Pastor, Parish Manager, or Principal.
4. A business offering a fund-raising event may be advertised. The emphasis should be placed on the event and not the business.
Normally the ministry raising the funds should receive at least 10% of the proceeds. In limited cases, permission can be given for
an insert in the bulletin or school folder. If this is so, the parish or school will approve and print the flyer. A donation from the
business will be requested to cover the expense.
5. All fund-raisers must abide by parish and diocesan fiscal policies. In general, all money collected must be deposited with the
parish or school within a business day. No funds raised on our grounds or in the name of the church are to be left in any other
location. The funds are counted and deposited by the parish or school Money Counters Ministry.
6. Each fund-raising event is to maintain its own set of financial records. It is the responsibility of the event organizers to
reconcile their records with those of the bookkeeper at the end of each month and at the end of the event. Within two weeks of an
event, a report of the fund-raiser must be placed in the bulletin or school take home folder detailing how much money was raised
and how it was/will be spent.
7. Fund-raisers are coordinated by the Parish Manager and Principal.
8. Failure to abide by these policies may result in the withholding of permission for future fund-raisers.
Fundraising Guidelines







Only one ministry per month may collect money/advertise/evangelize at the doors.
Two ministries per week may be in the portico fundraising/soliciting/etc.
One ministry may sponsor coffee & donuts each week.
The margin of profit should be at least 50%. Otherwise, a collection at the door may work better for you.
Fundraisers will NOT be announced before or after Mass. Please see Bulletin Submission Guidelines for information on how to submit
a bulletin announcement.
To schedule any type of fundraiser, please see Bernie Kalle in the church office. Please pick up deposit bags prior to event.
All funds collected will be placed in a bank deposit bag (available in the Church Office) and deposited in the Church vault after the
event. Notify Tom Doyle and Bernie Kalle of the number of bags deposited and amount. All funds with be accounted for on the next
Thursday by the church Money Counters and you may inquire of the results Thursday afternoon with the Church Bookkeeper.
Procedure for Coffee & Donuts
Ordering: Donuts should be ordered from Dunkin Donuts on Bloomingdale Ave. Please inform them when ordering that it will be for St.
Stephen Catholic Church; we have an account. Plan to have someone pick up the donuts by 7:30am on Sunday and be sure to get an invoice.
Please write the name of the ministry hosting coffee and donuts on the invoice and put it in the bookkeeper’s mailbox in the church office.
The amount of donuts ordered varies depending on time of year. In the summer, we have found that 16 dozen was average for both the 8:00 &
9:30 Masses. During the school year, 20 dozen was typical. It is also a good idea to check with the church office prior to ordering to determine if
there are any special events happening during the Masses.
Juice & Milk: The ministry is responsible for purchasing juice. Typically 4-5 gallons of orange juice, apple juice, and/or fruit punch are
consumed. If possible, ministry should bring a large cooler and ice. You will not be able to put all the bottles in the church refrigerator!
Powdered creamer and sugar for coffee are available in the church kitchen. They are either on the shelf above the coffee maker or in the cabinet
underneath. If you choose to purchase milk, the ministry is responsible.
Setup: Please arrive at 7:30am to help set up tables before the 8:00am Mass begins. Folding tables can be found in the closet to the left of the
stairs. Two large tables are used for serving the donuts, two smaller tables for juice and coffee.
Please follow the instructions on the coffee maker to make 4 pots of regular coffee, 2 of decaf. Pour into coffee carafes to bring outside.
The white board is available in the same closet as the tables. You may bring dry erase markers and create a sign for your ministry.
There are 2 signs indicating ‘Coffee and Donuts Today” available in the church office. Signs may be placed by the two side exit doors.
Donation jars are found in the church office. Place one jar on each table. A typical donation should be $1 for a donut and a drink. This is a
donation and NOT required. Periodically empty the donation jars into a bank deposit bag (please pick up prior to event) and keep in a secure
location.
Please check with Gretchen Robens to confirm that coffee donuts have been included in the list of announcements before Mass.
Please use the outside kitchen door during Mass to minimize interruptions. There are often people seated in the back hallway during the 9:30 and
11:30 Masses.
Serving:
At least 2 people are required to serve donuts (3-4 are best). One person should be responsible for juice and milk. Pre- pour several cups and
replenish as needed. Tongs should always be used to serve donuts.
Clean up: Please empty and wash all coffee carafes and serving tongs and return all supplies to the kitchen. Empty donut boxes should be
brought to the dumpster. Return the tables, white board, and garbage cans to the closet and classroom. Signs and donation jars should be
returned to the office. The donation bag should be dropped into the vault in the church office immediately following the event.
If enough money is collected to cover the cost of the donuts, the excess funds will be returned to your ministry. If the money is short of the cost
of the donuts, St. Stephen Church will be happy to pay for the difference.
This event should be a positive experience for your ministry. If you have any questions or concerns,
call the church office at 689-4900.
6-8-11