Saint Mary Parish Fundraising and Special Collection Policy for Approved Parish Ministries and Affiliated Organizations 

Purpose:
To ensure that all parish fundraising and special collection activities align with the mission, values, and priorities of Saint Mary Parish, as well as to coordinate efforts effectively within our parish community.  

Policy Statement:
All parish fundraising and special collection activities intended to benefit Saint Mary Parish or any of its ministries, groups, or affiliated organizations must receive prior approval from the Pastor with recommendations from the Finance Council.  Saint Mary’s School is considered a ministry of Saint Mary Parish. This policy helps ensure that fundraising and special collection efforts are appropriate, well-coordinated, and supportive of Saint Mary Parish goals. Certain fundraising and special collection activities may be considered acts defined as extraordinary acts of administration which require permission and approval from the Bishop. This policy is only applicable to Parish-sanctioned collections and does not supersede Diocesan-mandated special collections guidelines. 

References: Code of Canon Law (Book V The Temporal Goods of the Church), United States Conference of Catholic Bishops (USCCB) Diocesan Financial Management Guide, Diocese of Knoxville Parish Finance Council Norms, Diocese of Knoxville Accounting Handbook, Tennessee Charitable Solicitation and Gaming Event Laws, Tennessee State Sales Tax Law  

Guidelines for Submission and Approval: 

1. 1.  No second collection requests will be considered. 
   2.  Submission of Requests: All individuals or groups wishing to conduct a fundraiser must submit a written proposal to the parish office with enough advance notice for the finance council to review.  The council meets monthly, so a minimum of 30 day’s notice is required.  

Requestors/Organizers are asked to coordinate with the Parish Office to avoid scheduling conflicts with other parish ministries or events and ensure a smooth review process takes place. 

3.  Review Process: The parish staff will review each request and submit it to the finance council to determine whether it aligns with Saint Mary Parish objectives, timing, and resources. In addition, the review will determine if the activity complies with USCCB and Diocese of Knoxville policies and guidelines. Diocesan policy requires permission and approval from the Bishop for extraordinary acts of administration. Furthermore, the review will also determine if the activity complies with Tennessee charitable solicitation, gaming event, or sales tax laws. The review process may include a meeting with the organizer(s) for further clarification or planning  

4.  Approval Notification:   Requesters will receive notification from the parish office following the monthly finance council meeting. 

5.  Accountability and Reporting:
Generally accepted accounting principles shall be used. Organizers are responsible for keeping accurate financial records of the event, including total funds raised and expenses incurred. A final report should be submitted to the parish office within two weeks of the event’s conclusion. 

Unauthorized Fundraising:
No fundraising is to be conducted without prior approval from the parish office. Unauthorized activities shall be subject to administrative non-compliance penalties. 

Approved by the Pastor and Parish Finance Council on Tuesday, February 25, 2025