October 15, 2014
Cover letter sent to all groups……..
We are contacting you because your organization regularly schedules events using Holy Family
Catholic Church facilities. To follow the mission statement of Holy Family Catholic Church we adhere to the precept that the primary function of the facilities at Holy family of Joseph, Mary and Jesus Parish is to further the mission of building up the kingdom of God. In an effort to effectively manage the use of facilities it was important that a written policy be developed. Accompanying is a copy of the new Facility Scheduling Policy. This policy is effective immediately and applies to newly scheduled events.
Last year we implemented a computerized scheduling system to help manage all facility usage. Every request to schedule an event is entered into the system which identifies the availability of the room(s) and ensures we do not double schedule or overlap room usage. The need for a written policy is evidenced by the fact that for the calendar year 2014 we currently have over 1,979 separate events scheduled. Each event scheduled is associated with a particular room or group of rooms. After allowing for sanctuary use for Masses and confessions there are over 1,380 events on the calendar. To ensure we use our facilities to further the mission of building up the Kingdom of God we established priorities of use and ranges of dates that scheduling requests should be submitted. The dates established by the policy will
apply to scheduling facilities for 2016.
The second component of this policy is how fundraising and recruitment events can be scheduled on weekends during the time Mass is celebrated. Please carefully review the guidelines as there have been several changes to this policy. Again these guidelines are necessitated due to the number of requests made. For the year 2014 there are 58 events scheduled in St. Peter / narthex on Sundays and 48 of them are during the time period that Mass is celebrated. To uphold the words of Jesus, “My house shall be a house of prayer” any new fundraising or recruitment events scheduled will be in St. Peter’s Hall rather that in the narthex. We will not have more than one event scheduled each weekend.
We realize that change is sometimes difficult but believe these well-defined policies will assist us
in providing the best possible use of the facilities of the church. If you have any questions, please direct them to Jeff Williams, the church business manager.
Yours in the Holy Family of Joseph, Mary and Jesus
Rev. Dan Morales