Parish Administrative Manual

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Diocese of Bridgeport

March 2021

TABLE OF CONTENTS

I INTRODUCTION AND PURPOSE OF THE MANUAL………………………. 8 1. Calendar 2. Overview 3. Distribution 4. Parish Community

II OFFICE OF THE BISHOP……………………………………………………………... 11 1. Overview 2. Calendar Requests for Bishop 2.1 Liturgical Celebrations 2.2 Non-Liturgical Events 3. Pastoral Year Calendar 4. Confirmation 4.1 Process

III OFFICE OF THE CHANCELLOR…………………………………………………….. 14 1. Overview 2. Mass Census 3. Annual Statistical Summary 4. Official Catholic Directory 4.1 Tax-exempt Status 4.2 Public Charity Organizations

IV SAFE ENVIRONMENT PROCESS………………………………………………….. 17 1. Overview 2. Reporting Suspected Abuse of a Minor or Vulnerable Adult 3. VIRTUS® Database 4. VIRTUS® Training and Requirements

V EMPLOYMENT AND PERSONNEL PROCESSES……………………………. 20 1. Overview 2. Personnel Action Form Parish Employment

Parish Administrative Manual Diocese of Bridgeport Issued March 2021 The entire contents of this Parish Administrative Manual © 2021 The Bridgeport Roman Catholic Diocesan Corporation. All rights reserved. 5

VI PARISH GOVERNANCE AND LEGAL ADMINISTRATION……………… 22 1. Overview 2. Religious Corporations 2.1 By-laws of the Corporation 2.2 Corporation Paperwork and Annual Meetings 3. Consultative Councils 3.1 Trustees 3.2 Finance Council 3.3 Pastoral Council 4. Leases 4.1 Lease Consent 4.2 Holy See Approval Process 5. Records 5.1 ParishSOFT 5.2 Sacramental Records 5.3 Parish Records 6. Tribunal

VII FINANCE AND BUDGETING……………………………………………………… 31 1. Overview 2. Summary of Financial Accountability and Transparency 3. Reporting Timelines

VIII FACILITIES AND OPERATIONS…………………………………………………… 33 1. Overview 2. Catholic Mutual Coverage Program and Assessment 3. Renovation of Sacred Space, Capital Improvements and Repairs 3.1 Diocesan Building and Sacred Arts Commission 3.2 Approval Process 4. Parish Patrimony, Artifacts and Archives 4.1 Transfer and Archiving

IX COMMUNICATIONS……………………………………………………………………. 38 1. Overview 2. Media Inquiries 3. Requesting a Photographer 3.1 Photo Permissions 4. Social Media Postings 5. Parish Requests for Posting on Diocesan Website 6. Fairfield County Catholic Requests

7. Diocesan Marketing, Graphics and Printing

X TECHNOLOGY SERVICES…………………………………………………………… 42 1. Overview 2. Cybersecurity 3. Microsoft Office 365 Platform 4. Chancery Announcements and Documents 4.1 Process Overview 4.2 Setting Up Your Browser 5. Required Use of a Diocesan Email 6. Migration to the Diocesan Office 365 Platform 7. Assistance

XI DEVELOPMENT………………………………………………………………………….. 48 1. Overview 2. Annual Catholic Appeal 2.1 Timeline 2.2 Process 3. Parish Capital Campaign 4. Recordkeeping

APPENDICES ……………………………………………………………………………... 52

A Section 2 - Calendar Request Form (template)

B Section 2 - Confirmation Request Form (template)

C Section 3 -Data Collection – Mass Census, Annual Statistics (forms)

D Section 4 - Reporting Suspected Abuse Notification (instruction)

E Section 5 - Personnel Action Form Parish Employment (form)

F Section 6 – Annual Corporation Paperwork (templates)

G Section 6 - Parish Councils (decree and guidelines)

H Section 8 - Catholic Mutual Coverage Program Assessment (coverage and reference guide and checklists)

I Section 9 - Parish Photo Release Form (template)

J Section 9 – Social Medial Tips

K Section 10 - User Guide Electronic Filing (procedure)

Note: Currently, there is no supporting information in the Appendices for Section 1, Section 7 and Section 11.

OTHER MANUALS AND HANDBOOKS (Reference)…………………….. online A Safe Environment Handbook (external posting) https://www.bridgeportDiocese.org/safe-environments/safe- environments-handbook/

B Employee Handbook (internal posting) https://diobpt.sharepoint.com/Sites/dob-online-manual

C Parish Finance Manual (external posting) https://www.bridgeportdiocese.org/finance-services/parish-finance- manual/

I INTRODUCTION AND PURPOSE OF THE MANUAL

1. Calendar

Month Key Item January  15th Annual statistics due  31st – All Annual Meetings conducted  ACA training at parishes February  Calendar request form distributed March  Pastor Meeting  Perform Mass Counts – Phase 1 (2 weekends) April  ACA report distributed to parishioners (last 2 weekends) May  Meeting of the Presbyterate June  1st – Finance  Parish annual operating budget  Schedule of all parish bank/investment accounts, authorized signors  List of all investment managers  Property and equipment inventory schedule July August September  Pastor Meeting October  Meeting of the Presbyterate  Perform Mass Counts – Phase 2 (2 weekends)  15th – Review of VIRTUS® database completed  St. Augustine Medal Ceremony November December  1st ACA goals distributed  15th – ACA comments back to DOB

 aAccountability Sunday – date determined annually by the Bishop  Annually – Catholic Mutual Assessment (rotating schedule)  Quarterly (minimally) – Parish Council, Finance Council; publish quarterly financial reports  Fairfield County Catholic – 10 times per year – publication date varies  Calendar entries are also on Sharepoint https://diobpt.sharepoint.com/SitePages/Home.aspx

2. Overview

This Parish Administrative Manual (Manual) is issued by the Office of the Bishop in the Diocese of Bridgeport. The purpose of the Manual is to provide parishes with direction and support on several topics including Safe Environment Program, Sacramental Records, Employee and Personnel processes, Parish Governance and Legal Administration, Communications, Technology Services and Development.

Also included in the Parish Administration Manual are references and key processes from “The Parish Finance Manual” (January 2021), Safe Environment Handbook (November 2020) and “The Employee Handbook” (September 2018). The Priest Personnel Manual (August 2019) is a stand-alone document.

This Manual serves as a baseline for administrative processes at the parish which are mandated by the Diocese. Although flexible in nature, each parish is expected to comply with processes outlined in the contents of this document.

The Diocese of Bridgeport is committed to provide parishes and their staffs with necessary standards to enhance administrative processes, governance, recordkeeping and stewardship. As this important work is clarified and augmented, the ability and scope in doing the Lord’s work in our parishes and communities is improved.

3. Distribution

A copy of this Manual will be available electronically to all Parish Clergy, Office Manager, the parish Business Manager/Accountant/ Bookkeeper, and all members of each Parish Council.

This Manual and supporting documents are posted externally at the Diocese of Bridgeport website and internally on Sharepoint in the “Office of the Bishop” electronic file room under foundational documents. Members of the Finance Council and Parish Councils will also receive an e-mail notifying them of the document.

An email communication related to the certain Manual updates will be issued. These will be posted on the websites noted above.

4. Parish Community

As defined by Canon law, a parish is “a certain community of Christ’s faithful stably established within a particular Church [Diocese], whose Pastoral care, under the authority of the diocesan Bishop, is entrusted to a parish Priest as its proper Pastor” (CIC, 515).

A parish is the community where the faith life of each member is nourished. It is a family where, under the leadership of the Pastor, each member contributes to the success of the whole, of the building up of the Kingdom of God in the local community, as part of the Universal Church.

In addition to being an ecclesial body, each parish is also incorporated under the laws of the State of Connecticut. The Bishop is the President of each parish corporation, while the Vicar General is the Vice President. The Pastor serves as Secretary.

Each parish comprises the following:

Parishioners: Lay members of the parish. They partake of the Sacraments and are encouraged to play an active role in the parish mission, volunteering in many capacities. They are relied upon to financially support the parish as their means permit.

Parish Clergy: The head of the parish is the Pastor or, in some cases, the Parochial Administrator, appointed by the Bishop. He is the spiritual and administrative leader of the parish. Additional clergy assigned to a parish may include Parochial Vicars, Resident Priests, and Deacons, who assist the Pastor in fulfilling the Church’s mission.

Religious: Women (Sisters) and Men (Priests and Brothers) may work in the parish and assist in the parish mission and programs.

Lay Employees of the parish assist the Pastor in fulfilling the parish mission. Employees can include the Director of Faith Formation, Directors of Religious Education, Youth Minister, Music Minister, Secretary, Bookkeeper, Business Manager, Accountant, Custodian, Cook, Housekeeper, and so forth.

Parish Finance Council: This advisory body, required by Canon law, is comprised of parishioners and parish clergy. It offers counsel to the Pastor on all parish financial matters, including budgets, investments, capital expenditures and reporting to parishioners.

Parish Pastoral Council: Commonly referred to as the Parish Council. This advisory board, comprised of parishioners an parish clergy, meets regularly with the Pastor to offer advice and assistance on the short-and long-term needs of the parish.

II OFFICE OF THE BISHOP

Key Points  Calendar requests for the Bishop are distributed the first quarter each calendar year to request the Bishop’s attendance at a Mass, events, meetings, etc. for the upcoming curial year (section 2).  A liturgical planning sheet is required for any liturgical event that the Bishop celebrates (section 2.1).  Pastors may request a specific date for Confirmation by writing to the Office of the Bishop or by using the Confirmation request form (section 4).  Confirmations must be recorded in the parish sacramental registry and in ParishSOFT within one week of the Confirmation (section 4.1).

1. Overview

The Office of the Bishop is responsible for all of the Bishop’s communications including Mass and event notification, calendaring, updates and correspondence. The Bishop’s Executive Administrative Assistant ensures that the operations of the office run smoothly. The following items are some of the tools used so the processes are streamlined and consistent.

2. Calendar Requests for Bishop

The Calendar Event Request Form is distributed in the first quarter of the calendar year. This form is used to request the Bishop’s attendance at a Mass, events, meetings, etc., from September 1 through August 31 of the curial year. Once distributed, the form needs to be completed in its entirety and returned within two weeks from issuance date. Be as specific as possible in completing each field.

All submissions will be reviewed by Office of the Bishop who will determine which celebration is approved. Once the event has been approved, the Office of the Bishop will also determine which events will be published on the Bishop’s calendar on the website at: https://www.bridgeportDiocese.org/

Note: Refer to the Appendix for the template of the Calendar Request Form for diocesan events.

2.1 Liturgical Celebrations Liturgical celebrations are considered separately from events from a planning perspective.

A Liturgical Planning Sheet is required for any event where the Bishop celebrates. It serves several purposes including which liturgy will be used, whether an offertory is included and names of the deacon(s) who will be assisting. It also provides key points for the Master of Ceremonies. One month prior to the event, please send the liturgical planning sheet to the Office of the Bishop.

Note: The Liturgical Planning Sheet may be obtained from the Office of the Bishop

To request the diocesan youth choir, known as C4Y, please do so in writing to the Youth Choir Director with copy to the Office of the Bishop. All requests will be reviewed annually in the Spring.

2.2 Non-Liturgical Events Non-liturgical events require a calendar request as well. A liturgical planning sheet is not required.

3. Pastoral Year Calendar

The Office of the Bishop is responsible for setting key meeting dates including the Presbyterate, Pastors and Administrators of the Diocese. Governance council meetings are also scheduled through the Office of the Bishop and include Council of Deans, Presbyteral Council, Council of Religious, the diocesan Pastoral Council and College of Consultors.

Each parish is required to keep a list or calendar that includes important dates such as the meetings mentioned above (as applicable), diocesan liturgical celebrations (e.g. Chrism Mass), non-liturgical events (e.g. St. Augustine Medal Ceremony), Bishop Priest meetings and recollection and legal (e.g., Annual Corporation Paperwork) and financial milestones (e.g. budget). Chancellor reporting dates should also be included on the calendar or list.

4. Confirmation

Confirmations are typically celebrated in the Fall and Spring of each year. Requests for Confirmations are discussed below.

Each year the Office of the Bishop issues a set of norms that govern the proper celebration of the Sacrament. The norms should be carefully and completely followed.

A liturgical planning sheet specific to Confirmations is also issued by the Office of the Bishop and must be completed for each celebration. Ordinarily, the sheet must be returned at least one week before the actual celebration.

4.1 Process All directives contained in the Norms and the liturgical planner are required at every celebration of Confirmation presided by the Bishop or his delegate, or the Vicar General:  Selection of Date: Ordinarily the Pastor of the parish or his delegate will make a request in writing in a letter, email or using the template seeking such request issued by the Office of the Bishop either in the Fall or Spring of each year. The Office of the Bishop will work with the Pastor or his delegate to secure a date for Confirmation. In some cases, given the size of confirmand class, multiple Confirmations may be celebrated.

Note: Refer to the Appendix for the template of the Confirmation Request Form.

 Proper Recording of the Sacrament The proper recording of the reception of the Sacrament of Confirmation is a Pastoral and canonical necessity, to be completed according to the following norms: o Within a week of the administration of Confirmation, the following will be entered in the register of Confirmation: the name of the minister, the date and place of the ceremony, the names and dates of those confirmed and the date and places of their baptism, the names of their parents or guardians, and the name of their sponsors. o Notice of Confirmation will be sent promptly to the church of Baptism where the date and place of Confirmation will be added to the baptismal register.

Note: Refer to the Sacrament of Confirmation Norms.

III OFFICE OF THE CHANCELLOR

Key Points  Mass counts are taken twice a year (March and October), two weekends per census. The results must be submitted immediately after the second weekend of each counting period (section 2).  The Annual Statistical Summary reports sacramental and ministerial data from the previous calendar and must be submitted to the Office of the Chancellor by January 15th (section 3).  Data is collected for the Official Catholic Directory each year from January through December. All data must be submitted by December 31st to protect a parishes tax-exempt (section 4).  A parish that requires evidence of its tax-exempt status needs to provide specific information to the diocesan Legal Office (section 4.1).  IRS regulations prohibit 501c3 public charity organizations from specific actions (section 4.1).

1. Overview

The Office of the Chancellor collects foundational data sets that are used in multiple reports required for the Vatican, the Official Catholic Directory and other agencies. Additionally, the information is used for planning at both diocesan and parish levels.

2. Mass Census

Annually, Mass counts are recorded on two weekends twice a year. Data from the Mass census is used for parish and diocesan planning. The request for data is sent out in mid-February and mid-September respectively and counts are taken on two separate weekends in March and October. The Mass counts are forwarded to the Office of the Chancellor immediately after the second weekend of each counting period.

Note: Refer to the Appendix for a copy of the Mass Census Form.

3. Annual Statistical Summary

The Annual Statistical Summary consists of information about Sacraments, faith formation, and ministries. Data are collected for the prior year and are based on a calendar year cycle (January 1st-December 31st). The data for the prior year is analyzed for trends, information across the deanery and the like and the Vatican Statistical Report sent to the Holy See March 31st of each year.

An information request is issued by the Office of the Chancellor in early December with a reminder in early January. The completed form must be submitted no later than mid-January (the 15th) in order to meet reporting deadlines.

Note: Refer to the Appendix for a copy of the Annual Statistical Form.

4. Official Catholic Directory

The Official Catholic Directory (formerly, “The Kenedy Directory”) requires annual updates for vital statistics, personnel changes, schools, charities and organizational structures.

A listing in the Directory verifies an entity's inclusion in the IRS/USCCB's Group Ruling Exemption. This inclusion confirms the tax-exempt status of a parish or other entity.

The Official Catholic Directory collects information in multiple parts, therefore the request for information is solicited at different times from the Office of the Chancellor between September and December.

4.1 Tax-exempt Status Parishes are separately incorporated as a tax-exempt religious corporation under Connecticut law. Each parish derives its tax-exempt status through an Internal Revenue Service (IRS) Group Ruling dating back to 1947 that is renewed each year for recognized Catholic organizations in the United States. The entities recognized under the Group Ruling are listed annually in the Official Catholic Directory.

A parish that requires evidence of its tax-exempt status should provide the following, which are available through the diocesan Legal Office: (1) a copy of the Group Ruling from the IRS; (2) a copy of the annual letter from the USCCB adopting and acknowledging the IRS Group Ruling for the year; and (3) a copy of the pages of the Official Catholic Directory that contains the name of the parish and the cover page of the Diocese of Bridgeport. Any questions can be directed to the diocesan Legal Office.

4.2 Public Charity Organizations

The IRS regulations prohibit 501c3 public charity organizations from specific actions. An organization that fails to abide by certain rules may be placed under sanction or have its tax- exempt status revoked by the IRS.

Following are three key prohibited activities: o Private benefit/inurement – “An organization many not permit an insider (someone with a personal or private interest in the organization). o Lobbying - “While 501(c)(3) organizations are permitted to engage in lobbying on some level, the amount of lobbying activities must be limited so that it’s not a substantial portion of the organization’s activities. o Political campaign activity/electioneering – 501(c)(3) organizations and their representatives (while acting in an official capacity) may not campaign for or against candidates for elected office.

Note: Refer to Parish Finance Manual for additional information on prohibition activities.

IV SAFE ENVIRONMENT PROCESS

Key Points  Clergy, Candidates for Ordination, Religious Sisters and Brothers, employees, volunteers, tenants, and independent contractors are required to report any known form of abuse or neglect toward minors or vulnerable adults to the Director of Safe Environments and Civil Authorities within 12 hours of becoming aware of it (section 2). o The Connecticut Department of Children and Family (D.C.F.) Child Abuse and Neglect Careline can be reached at 800-842-2288. o The Director of Safe Environments can be reached at 203-416-1406 and 203-650-3265. o The Victim Assistance Counselor can be reached at 203-241-0987.  Immediately call 911 if there is imminent risk of harm to any person (section 2).  Third Party Reporting: Survivor and Witness Hotline 833-990-0004 or www.lighthouse-services.com/diobpt (section 2).  To report sexual misconduct by a U.S. Bishop, call 800-276-1562 or https://reportBishopabuse.org (section 2).  For a report involving a vulnerable adult, call the police in the town where the incident occurred (section 2).  The VIRTUS® database must be updated on an annual basis. This must be completed by October 15th of each year (section 3).  VIRTUS® training is required for all clergy, employees, volunteers, tenants, vendors, and independent contractors (section 4).  Recertification and background checks are required to be renewed every five or ten years based on a person’s ministry (section 4).

1. Overview

In the Diocese of Bridgeport, the Safe Environment Program and Victim Assistance Ministry have been in place since 2003. The Diocese has shown great leadership in the areas of child abuse prevention, detection, early intervention and outreach to survivors of sexual abuse. As our society and the Catholic Church face new challenges when it comes to the problem of child sexual abuse and other forms of abuse, we must continue to strengthen our response to this problem to ensure a safe environment.

An updated Safe Environment Handbook (“Handbook”) was promulgated November 1, 2020. Three sections of the Handbook are summarized below, (1) Reporting Suspected Abuse of a Minor or Vulnerable Adult; (2) VIRTUS® Database; and, (3) VIRTUS® Training and Requirements. The complete English Handbook and Spanish version are located at https://www.bridgeportDiocese.org/safe-environments/safe-environments- handbook/

2. Reporting Suspected Abuse of a Minor or Vulnerable Adult

The Diocese encourages every person who has information about any form of abuse or neglect, knowledge of someone in possession of child pornography or suspected boundary violations toward minors or Vulnerable Adults, to report this information to the Diocese of Bridgeport and to Civil Authorities. Clergy, Candidates for Ordination, Religious Sisters and Brothers, employees, volunteers, tenants and independent contractors are required to report this information within 12-hours of becoming aware of it. The following process is mandated:

Immediately call:  The Director of Safe Environment and Victim Assistance Coordinator Office at (203) 650-3265 or the Victim Assistance Counselor at (203) 241-0987 AND the CT Department of Children and Family (D.C.F.) Child Abuse and Neglect Careline 1-800-842-2288 within twelve (12) hours of becoming aware of the information AND IF DIRECTED, notify the police in the town where the incident occurred.

 Immediately call (911) if there is imminent risk of harm to any person.

 Third Party Reporting: Survivor and Witness Hotline 1-833-990-0004 or www.lighthouse-services.com/diobpt .

 To Report Sexual Misconduct by a U.S. Bishop, call 1-800-276-1562 / https://reportBishopabuse.org or call Kathleen D. Nowosadko, the province’s local reporting individual: (860) 541-6475.

 For a report involving a Vulnerable Adult, call the police in the town where the incident occurred. Protective Services for the Elderly should also be contacted at the Department of Social Services 1(888) 385-4225 or info-line 2-1-1. For an allegation of abuse or neglect involving an individual with an intellectual disability between the ages of 18 and 59, call 1-(844) 878-8923.

Mandated Reporters are required to report any form of suspected abuse of a minor or a risk of injury to a minor, including grooming behaviors suspected toward minors, within 12-hours of becoming aware of this information to the State of CT Department of Children and Family Services 24- hour Care-line at1-800-842-2288.

Note: Connecticut Mandated reporter information is located in The Diocese of Bridgeport Safe Environment Handbook.

3. VIRTUS® Database

Parishes are provided with access to the VIRTUS® database in order to track Safe Environment compliance for all personnel. Each Pastor must designate a local Safe Environment Coordinator to assist with local implementation and tracking of all Safe Environment requirements. This individual must have access to the local VIRTUS® database.

The Diocese recommends each Parish have a volunteer onsite who has been trained as a VIRTUS® Facilitator and Safe Environment Coordination to assist the Pastor with maintaining compliance with these policies.

Accuracy and record currency are paramount. The VIRTUS® database must be updated on an annual basis. This must be completed by October 15th of each year.

4. VIRTUS® Training and Requirements

Safe Environment training utilizing VIRTUS® Protecting God's Children for Adults, Think First and Stay Safe Curriculum of the Child Lures Prevention program and the Netsmartz program on technology safety. Safe Environment training and criminal background checks continue tobe required of all clergy, employees, volunteers, tenants, vendors and independent contractors in the Diocese of Bridgeport and these safeguards must be renewed every 5 or 10 years based on a person's ministry and both VIRTUS® training and a criminal background check apply to positions which have contact with minors and vulnerable adults as well as the many positions in a parish which do not have scheduled contact with minors or vulnerable adults.

Safe Environment training for students enrolled in religious education is available in multiple places including the on the Diocese of Bridgeport website at and at www.netsmartz.org and www.kidsmartz.org to complement the safety training curriculum which students receive in their schools.

The Safe Environment Handbook is available online and in limited printed format and must be signed electronically through VIRTUS® online. The parish office and its parishioners need to work closely with the Office of Safe Environment to ensure that all records are maintained and up-to-date.

V EMPLOYMENT AND PERSONNEL PROCESSES

Key Points  Parishes have discretion for certain aspects of their Human Resources policies. As a result, Human Resources works with each parish to ensure that its handbook is inclusive of all critical elements. If a parish has not developed a written handbook, their practices can determine their policies (section 1).  As a new Pastor, it is recommended the parish handbook is reviewed within 120 days of your new assignment then contact the Chief Human Resources Officer (CHRO) to review and discuss. If you find that your parish does not have a handbook, we recommend that one be developed with the CHRO for ultimate distribution to your employees (section 1).  Prior to approval, Parish Employee Handbooks must be reviewed at the Annual Corporation Meeting (section 1).  The Catholic Center issued its Employee Handbook in September 2018. It is the primary reference for Human Resources policy and procedures. All Human Resource documents and forms, including the Employee Handbook are located at the following website (section 1). https://diobpt.sharepoint.com/human-resources- home/SitePages/Home.aspx  A Personnel Action Form needs to be completed for new hires, rehires, salary changes, promotion, merit increase (outside of regular annual process), transfers, and terminations (section 2).  The CHRO is the contact for assistance with employment issues, such as disciplinary matters, the need to reorganize or downsize staff, and any other employment situations you may find with your lay employees. S/he may be reached at 203-416-1419.

1. Overview

It is important that parishes provide their employees with information in order that they understand Human Resources policies, work rules and benefits. The Diocese recognizes that one size or model does not fit all, and as a result, discretion is left to the individual parish and Pastor on some elements of the handbook.

The Human Resources Department works with each parish to ensure that its handbook is inclusive of all of critical elements, and provides support in determining local policies, such as how much paid time off to offer. All parish handbooks must be submitted to the diocesan Chief Human Resources Officer for review prior to distributing to any parish employees. At the annual corporate meeting of the parish, the parish Human Resource Manual must be reviewed, and approved or revised accordingly. Additionally, it is important to remember that policies may need to be

updated from time to time, and all changes must also be reviewed and approved at the Annual Corporate Meeting before distribution.

In September 2018, the Catholic Center published an Employee Handbook providing for Human Resources policy and procedure and should be used as the primary reference for the parish. Although part of the Employee handbook, a brief overview of the Personnel Action Form is included below as well as the form itself in the appendices.

2. Personnel Action Form Parish Employment

The actions associated with personnel are processed using the “Personnel Action Form.” Actions include new hires and rehires, salary changes, promotions, merit increases (outside of regular annual process), transfers, terminations, as well as other key actions decided by management. The form needs to be completed in its entirety with the proper approvals as designated on the form. The form pertains to all diocesan and parish employees including schools, parishes, cemeteries, and the Catholic Center. Any questions regarding form completion should be addressed to Human Resources. The original signed Personnel Action Form is retained in the respective personnel file.

Note: Refer to the Personnel Action Form in the Appendix.

VI PARISH GOVERNANCE AND LEGAL ADMINISTRATION

Key Points  Catholic parishes are non-stock, religious corporations and not-for-profit, tax-exempt organizations (section 2).  The annual meeting of the corporation must be held in January; completed paperwork must be submitted immediately following it (section 2).  The Trustees of the corporation are the Bishop (President), Vicar General (Vice President), and Pastor (Treasurer), as ex officio members, and two Lay Members. One of the Lay Members must be appointed as Secretary (section 3).  Lay Trustees may not be employees, but must be parishioners, and live within the boundaries of the Diocese of Bridgeport. Trustees serve three years and renewable for three additional terms – a total of twelve consecutive years (section 3).  Members of the Parish Finance Council shall serve a three-year term and may be appointed to a second, three-year term – a total of six years (section 3.2).  A member’s term can be extended on an exception basis with the approval of the Bishop.  Lay members of the Pastoral Council receive a three-year term with the possibility of serving a second term of three years.  Consent of the diocesan Bishop is required when the market value of the goods to be leased exceeds $100,000 or the lease is to be for a term of one year or longer (section 4.1).  All other leases must be for a term not to exceed one year (section 4.1).  The Holy See has an approval process as well based on ecclesial goods and threshold amount (section 4.2)  The use of ParishSOFT to record all donations to the parish is mandatory (section 5).  All sacramental records must be entered in the parish sacramental register and in ParishSOFT (section 5).  Information regarding the Annulment process is located at http://www.dob-tribunal.com (section 6).

1. Overview

Parish governance is a critical component of the health and vibrancy of a parish. Proper legal administration helps ensure compliance. This section encompasses consultative councils, lease processes, and the important partnership with the diocesan Tribunal. The revised Parish Finance Manual issued January 2021 provides additional detail to some of the information below.

2. Religious Corporations

Catholic parishes are organized as non-stock, religious corporations under Sections 33-279 to 33-281 of the Connecticut General Statutes (the “Connecticut Religious Corporation Act”). The Connecticut Religious Corporation Act confirms the property rights of the Parish Corporation and acknowledges that the Parish Corporation “shall at all times be subject to the general laws and discipline of the Roman Catholic Church” (CT. GEN. STAT. § 33-281).

Each Parish Corporation is treated as a not-for-profit, tax-exempt organization for federal and state tax purposes.

By statute, the members of the corporation are the Bishop, the Vicar(s) General, and the Pastor, as ex officio members, and two Lay Members.

2.1 By-laws of the Corporation The Corporation is to have its own by-laws by which it operates, especially the naming of officers. The officers of Parish Corporations are to be: the Bishop as President, the Vicar General as Vice-President, and the Pastor as Treasurer. One member of the Parish Corporation will be appointed Secretary. This model maintains the hierarchical structure of the ecclesiastical institution.

A copy of the Parish Corporation by-laws should be sent to the Legal and Real Estate Office at the Diocese along with the minutes of the annual corporation meeting held in January.

2.2 Corporation Paperwork and Annual Meetings The Members of the Parish Corporation elect the Officers of the Parish Corporation and implement any other corporate directives at the annual meeting of the Members, held in January. The Members also hold regular and special meetings to authorize significant corporate actions or to discuss the annual Parish Financial Review. The Secretary records the minutes of the meetings of the Members and other records of the Parish Corporation.

Note: Refer to the templates for the Annual Corporation and Meeting templates in the Appendix.

3. Consultative Councils

3.1 Trustees Engaged parish trustees are vital to the life of a parish. In practice, the Pastor submits the names of two lay members (“trustees”) belonging to the parish to the Bishop and Vicar General requesting their votes for selection. Lay Member trustees may not be employees of the parish. They must be parishioners of the parish and live within the boundaries of the Diocese of Bridgeport.

Discussions about parish councils frequently generate questions regarding the role of parish trustees. The trustees are the members and officers of the civil corporation registered with the state. Their role fulfills civil statute requirements. Trustees are not required to serve on the parish pastoral or finance councils. However, parish finance councils are obliged to provide the trustees with access to the information required to fulfill their responsibilities. This may require the parish councils to respond to questions and provide documentation as the trustees follow their mandates to exercise independent judgment as they perform their duties.

Key responsibilities for a trustee include:  Review of the annual Parish Financial Reports prior to its submission as defined in the Parish Finance Manual.  Requesting from the Parish Council the necessary information to ensure that the parish is properly planning to meet its financial obligations, including its obligation to the Diocese.  Fulfill term of three (3) years.

A trustee may serve up to three additional terms – twelve consecutive years. A trustee’s term may be extended on an exception basis with the approval of the Bishop. Extension requests must be submitted to the Bishop in writing.

3.2 Finance Council The Parish Finance Council is a consultative body of laypersons mandated by Canon law to advise the Pastor in matters pertaining to the financial affairs of the parish. As a good steward, the Pastor is expected to invite qualified parishioners to sit on the Parish Finance Council and share their expertise and advice.

The Pastor has authority from the Bishop and the universal law of the Church to decide and act on behalf of the parish. The Parish Finance Council is advisory to the Pastor and its decisions/recommendations are valid only when accepted and ratified by the Pastor. It is important, therefore, that the Pastor be central to the deliberations and the functioning of the Parish Finance Council. The relationship between the Council and the Pastor is one of support and cooperation.

The person chosen to be the Chairperson of the Parish Finance Council may not be the lay member of the Parish Corporation. He/she will act as liaison and provide the Parish Pastoral Council regular and timely updates (at least four times a year) on the financial status of the parish and the work activity of the Parish Finance Council.

In fulfilling its responsibilities, the Parish Finance Council must be directed by the values of the Gospel and must follow good business practices with integrity.

The Finance Council must meet no less than four (4) times a year. Members of the Parish Finance Council shall serve a three-year term and may be appointed to a second, three-year term – a total of six years. A member’s term may be extended on an exception basis with the approval of the Bishop. Extension requests must be submitted to the Bishop in writing.

Note: Refer to the Parish Finance Manual for additional information.

3.3 Pastoral Council The Code of Canon Law also provides for the establishment of a Parish Pastoral Council to assist the Pastor in planning, coordinating, guiding, and directing all aspects of parish life. In the Diocese of Bridgeport, each parish is required by law to have a Parish Pastoral Council, as per the decree promulgated on June 29, 2019.

While the two councils are separate, and each has a different and specific role in the life and operation of the parish, they must work together for the good of the parish. The size of the Pastoral Council is to reflect the number of families in a parish. Parishes with a small number of families would have fewer members on the Pastoral Council. Parishes with a larger number of families would have a greater number of members, for example 2 to 10 members.

Lay members of the Pastoral Council ordinarily receive a three-year term with the possibility of serving a second term of three years. Ideally, not more than one third of the Council's membership should be changed at one time.

In any newly formed Council, all members serve an initial three-year term. After this initial term, one third of the membership serves an additional year, one third serve two additional years, and one third serves a full additional term of three years.

Note: Please refer to the Parish Finance Manual for additional information. The decree and the guidelines requiring Parish Councils is included in the Appendix.

4. Leases

4.1 Lease Consent Consent of the diocesan Bishop is required when the market value of the goods to be leased exceeds $100,000 or the lease is to be for a term of one year or longer (Code of Canon Law, c. 1290.) This consent may be obtained by sending a written request for approval of the lease to the Bishop, with a copy to the diocesan Legal Office, setting forth the key business terms including the proposed tenant, length of lease, rent amounts, proposed use and other relevant details. The request should include a brief description of how the lease proceeds will be used. Once approval has been received, the parish may proceed with the formal lease documentation. As these leases are generally of a commercial nature, a parish may either use their own parish lawyer to negotiate and prepare the lease documentation or may reach out to the diocesan Legal Office for assistance or referral. Use of parish-based counsel is particularly effective in rentals where a high level of familiarity with the parish property or its use/history is required to negotiate the lease, where time is of the essence, or where a particular legal expertise is needed. Fees may be charged related to these services. Parishes will be billed based on actual time spent and mutually agreed upon for review of all property improvement contracts where the Diocese Legal and/or Real Estate office is engaged. The final lease must be presented to the diocesan Bishop for signature.

All other leases must be for a term not to exceed one year. While these leases may be negotiated without the prior consent of the diocesan Bishop, the final lease documentation must be presented to the diocesan Bishop for signature. This includes leases of residential properties and license agreements for limited use of facilities. In these situations (annual rentals, renewals and licenses) the diocesan Legal Office is able to provide standard lease forms and

language including DOB requirements, to answer questions on lease terms, to review proposed leases for diocesan compliance, as well as to facilitate obtaining the signature of the diocesan Bishop on final leases.

In all leases, parishes are responsible for confirming that the diocesan standards for Safe Environment (including background checks), insurance, catholicity restrictions, taxes, credit checks and tenant screening (if needed), and Connecticut statutory requirements are addressed in the lease process. In addition, leases should not be entered into if the space use will negatively impact the parish’s uses of the property. Parishes should be cautious of entering into any lease that includes utilities paid by Landlord, as these costs are difficult to control and can make such leases uneconomical for the parish.

4.2 Holy See Approval Process The Holy See has an approval process for extraordinary leases over a certain amount. On November 13, 2002, members of the U.S. Conference of Catholic Bishops (USCCB) legitimately approved complementary legislation for the implementation of canon 1297 of the Code of Canon Law for the Dioceses of the U.S. The action was granted recognitio by the USCCB in accord with article 82 of the Apostolic Constitution Pastor Bonus and issued by Decree N. 778/2005 of the Congregation for Bishops signed by His Eminence Giovanni Battista Cardinal Re, Prefect, and His Excellency Most Reverend Francesco Monterisi, Secretary dated May, 2007.

In accordance with the prescripts of canon 1297, the USCC Bishops’ decrees that the following norms shall govern the leasing of Church property:  Prior to leasing of ecclesiastical goods owned by a Diocese, the diocesan Bishop must hear the finance council and the college of consultors, when the market value of the goods to be leased exceeds $400,000.  Prior to leasing of ecclesiastical goods owned by a Diocese, the diocesan Bishop must obtain the consent of the finance council and the college of consultors when the market value of the property to be leased exceeds $1,000,000 or the lease is to be for 3 years or longer.  The valid leasing of ecclesiastical goods owned by a parish or other public juridic person subject to the governance of the diocesan Bishop requires consent of the diocesan Bishop when the market value of the goods to be leased exceeds $100,000 or the lease is to be for 1 year or longer.  The valid leasing of ecclesiastical goods owned by a pontifical institute of consecrated life or society of apostolic life requires, in addition to the consent of the competent major superior and council, the nihil obstat of

the diocesan Bishop when the market value of the property to be leased exceeds $1,000,000 or the lease is to be for 3 years or longer.  The valid leasing of ecclesiastical goods by any public juridic person requires the consent of the Holy See when the market value of the goods exceeds $5,000,000. A lease involving a public juridical person must conform to the norms of civil law /see c. 1290).

Owner of the Market Value (and Counsel, Consent, Nihil Ecclesiastical Length of Lease) Obstat Good

Diocese $400,000 + Bishop must receive counsel for diocesan finance council and college of consultors

Diocese $1,000,000+ or lease for Bishop must receive counsel 3+ years for diocesan finance council and college of consultors Parish or other $1,000,000+ or lease for Bishop must give consent public juridic 1+ years(s) person subject to the diocesan Bishop Pontifical $1,000,000+ or lease for Competent major superior Institute of 3+ years and council must give Consecrated Life consent; diocesan Bishop or Society of must give nihil obstat Apostolic Life Any public $5,000,000+ Holy See must give consent juridic person

5. Records

5.1 ParishSOFT ParishSOFT helps parishes of all sizes reduce their administrative burdens in recordkeeping. It is a cloud-based church management software that includes family and member records, parishioner portal, online giving, volunteer management, and more.

The use of ParishSOFT to record all donations to the parish is mandatory. The Parish Administrative Manual is now mandating its use for all parishes to enter sacramental information both in the register and online in ParishSoft. This includes records related to deaths.

Some Development mailings query from the ParishSOFT database; a review of the query should take place to ensure appropriate solicitations are being made.

Training, online resources and use of ParishSOFT are handled by the ParishSOFT Coordinator in the Office of Fiscal Management.

5.2 Sacramental Records Managing, storing and archiving sacramental records is paramount for recording the sacraments at a given parish. Registers are used to record each sacrament separately. These registers require lifelong retention in a fireproof file or safe in accordance with Canon Law (c.535 §1):  Baptisms  First Communion  Confirmation  Marriage  Anointing of the Sick  Funerals and number of Deaths

Although not required, it is recommended that intake information for the above sacraments be retained and archived at the parish separately (minimum of 10 years).

5.3 Parish Records Although Pastors have more flexibility in deciding what parish records are kept and for how long, the following items need to be retained permanently.  Annual Corporation Meetings  Finance Council Meetings  Pastoral Council Meetings  Daily Mass Record and Intentions  Sick and Homebound Calls – including serving the Eucharist  Annulment Requests  Data - Mass Census, Annual Stats

Note: The section pertaining to financial records is located in the Parish Finance Manual.

6. Tribunal

The Tribunal is the diocesan judicial institute that adjudicates the canonical affairs of the Diocese that fall under its competence. The head of the Tribunal is the Judicial Vicar. The Judicial Vicar administers justice in the name of the diocesan Bishop.

One of the processes undertaken by the Tribunal is the adjudication of the canonical status of marriages. The Catholic Church recognizes the lawful marriage between a man and a woman as forever binding. The annulment process examines the validity of a marriage. The process begins when one of the parties of a marriage (after a civil divorce) petitions the Church to examine and determine the validity (or invalidity) of a marriage.

This website is designed to help interested parties learn about the annulment process in the Diocese of Bridgeport. It also has tools to assist the clergy, often serving as advocates for their parishioners. The first step of the Annulment process is for the party seeking an annulment to download the “Marriage Nullity Application Form” and to contact their Pastor to discuss the Annulment. Another Priest or Deacon may be assigned and serve as the advocate for them.

Note: Additional information may be found at http://www.dob-tribunal.com/.

VII FINANCE AND BUDGETING

Key Points  Pastors must submit the following by June 1st (one package) to the diocesan Parish Finance Office (section 3). o Parish annual operating budget. o Schedule of all parish bank/investment accounts and authorized signors. o List of all investment managers (name and brokerage firm). o Property and Equipment inventory schedule.  Each week, the parish will publish in the weekly bulletin or website the prior week’s total collections and the amount collected in the corresponding week the year before (section 3).  The Parish Finance Council must receive quarterly a statement of financial position and a statement of activities for the quarter (section 3).  The Pastor must publish a quarterly financial report with commentary via the bulletin or parish website (section 3).  Annually, Pastors are required to report the results of parish financial activities in for the fiscal year ending on June 30th (section 3).

1. Overview

Financial planning, budgeting and ensuring positive cash flow are paramount to the health of the parish. The Financial Accountability and Transparency Initiative was developed by the Bishop as a means to ensure the financial viability of the parish both short- and long-term and, transparency to parishioners. This section of the Parish Administrative Manual focuses on this initiative and timelines only – the revised Parish Finance Manual should be read in its entirety and used as the reference for Pastors for financial matters.

2. Summary of Financial Accountability and Transparency

True Financial accountability and Transparency requires the following:  A clear and consistent communication of financial information to parishioners, Parish Council, Finance Council and Pastor and, ultimately to the Diocese and Bishop. This information should enable decision-making regarding the operations of the parish from both an ongoing operations perspective and longer-term strategic objective.  Comparisons of financial and operational performance (Net Ordinary Income/Loss) across parishes in the Diocese to determine best practices and facilitation of knowledge sharing.

3. Reporting Timelines

Annual date as scheduled by the diocesan Bishop: Annual meeting with all parish finance council chairs and members.

Annual submissions by June 1 (one package):  Parish annual operating budget  Schedule of all parish bank/investment accounts and authorized signors  List of all investment managers (name and brokerage firm)  Property and Equipment inventory schedule

Weekly: Each week, the parish will publish in the weekly bulletin or website the prior week’s total collections as well as the amount collected in the corresponding week the year before.

Quarterly Parish Financial Reporting:  At a minimum, the Parish Finance Council should receive, prior to their quarterly meeting, from the Pastor and the parish Business Manager, Accountant or Bookkeeper, a statement of financial position and statement of activities for the quarter.  The Pastor should review the quarterly activity, prepare a commentary on significant matters, and distribute the commentary and the statements of financial position and activities to the parish at large via the parish Sunday bulletin or website.

The above reports must include: (1) comparative reports (current and prior year periods) and (2) budget to actual amounts with variances explained.

Accountability Sunday:  Pastors are required to report annually the results of parish financial activities in for the fiscal year ending on June 30th. This report will be issued on “Accountability Sunday” a reporting date as declared by the Bishop. This date will allow every parish to publish its annual report in the same manner using a standardized template.

Note: Refer to the Parish Finance Manual for additional information.

VIII FACILITIES AND OPERATIONS

Key Points  The Catholic Mutual Relief Society provides property and liability coverage protections to all parish locations. Catholic Mutual Group performs a safety assessment of each parish on an annual basis (section 2).  Any requests for liturgical renovations regardless of cost must be submitted directly to the Bishop for review before any bids are requested (section 3).  Renovations costing $50,000 or greater must be submitted to the Bishop before any bids are requested (section 3). o Three separate bids are required for all construction projects costing $50,000 or greater.  Please consult with the Chancellor (203-416-1636) before removing, transferring, or selling any parish patrimony (section 4).

1. Overview

The facilities and operations of a parish are largely done at a local level. However, there are certain processes that require diocesan input, review and approval. This section addresses two items that Pastors must follow – (1) renovation of sacred space, capital improvements and major repairs; and (2) requirements regarding parish patrimony, artifacts and archives.

2. Catholic Mutual Coverage Program and Assessment

In partnership with the Diocesan Finance Department and others, Catholic Mutual Group developed a Coverage Program Reference Guide which includes an overview of the coverage program, claim reporting instructions and other services available. Timely claim reporting is an important factor in the overall success of the program.

Catholic Mutual Group performs a risk assessment of each parish on an annual basis. The assessment includes a parish campus walk-through, review of preventative maintenance log sheets and a discussion with the Pastor.

Note: Refer to the Appendix for the Catholic Mutual Coverage Reference Guide and copies of the log sheets.

3. Renovation of Sacred Space, Capital Improvements and Repairs

3.1 Diocesan Building and Sacred Arts Commission The diocesan Building and Sacred Arts Commission (Commission) is responsible for reviewing all construction related projects, repairs or site improvements that have a value of $50,000 or greater.

Note: Any liturgical renovations regardless of cost must be submitted directly to the Bishop for review before any bids are requested.

Additionally, the purpose of the Commission is to provide guidance for initial project submittal and direction to develop the project documents needed for presentation and final approval.

The members of the Commission are selected and appointed by the Bishop for a term of service of three years and may be renewed. The Commission will also have two Priest appointed by the Bishop who will serve as liturgical advisors to the full Commission. They will be asked to participate in those meetings in which the renovation of sacred space is discussed.

3.2 Approval Process To facilitate the review and approval of any proposal for liturgical renovation or large construction project, the procedures are to be followed in the order below:

Step One: When a renovation or building project is first contemplated, the Pastor should contact the Bishop to discuss the proposed scope, cost and procedure needed to secure the approval and proper completion of the project. This should be done before one solicits any formal bids or secures any construction proposals. Any liturgical project, regardless of project size or cost must be approved by the Bishop prior to moving forward.

Step Two: After the initial consultation is completed, all proposals for either liturgical renovation or construction projects that are $50,000 or greater must be submitted to the Bishop directly as follows: a. A cover letter addressed to the Bishop that describes the nature, scope and estimated cost of the proposed project, as well as the means of financing and must indicate the approval of parish leadership of the project. This letter should be prepared by the Pastor requesting the renovation or construction.

b. The Bishop will respond in writing with his initial approval for the project concept or with follow up questions or concerns regarding the project. c. The Bishop alone will approve liturgical renovation requests and may choose to consult with the appointed liturgical consultants.

Step Three: Once the initial approval letter is received from the Bishop, the following is needed: d. Three separate bids are required for all construction projects of $50,000 or greater. When submitted, these bids should be presented in order of preference. e. Three separate bids are suggested for all liturgical renovation projects and can be submitted in order of preference. It is possible that a Pastor may present less than three liturgical renovation proposals for consideration by the Commission for a reasonable cause. f. Based upon the scope of any construction project, the Real Estate Office may recommend that a construction manager or owner’s representative be retained to assist the parish for the duration of the project. g. All accompanying documentation must be submitted including architectural, mechanical, electrical, plumbing plans, diagrams, specifications. h. Evidence of financing to support the project costs.

Step Four: The Director of Real Estate will review the package and contact the parish if any additional information is required. A meeting will be scheduled requesting the Commission meet to review the proposal. i. The Pastor will be invited to attend the meeting, however, if he is unable to, he is encouraged to send a delegate. It is standard procedure that three competitive bids are reviewed beforehand and brought before the Commission, in order of preference, for all projects of $50,000 or greater. j. If the Bishop is unable to attend the meeting, the Commission will send the information to him and include a recommendation.

Step Five: With the proper building committee consultation completed, the Bishop will render a final decision, subject to all approval conditions including all contracts reviewed and approved by the diocesan Legal Department and will notify the sponsoring Pastor in writing.

Step Six: If a substantial renovation of the sanctuary is included in the project, the Pastor is advised to contact the Executive Administrative Assistant to the Bishop as soon as a completion date is secured, to schedule the Bishop’s presence at the re-dedication or consecration Mass. Such dates must be secured in advance, as much as possible.

Examples  Projects for Commission review  The building of new churches and chapels  Any renovation or repair that will affect liturgical space  Parish building expansion and improvements  Construction of Parish Centers  Any other building renovation or repair project that will exceed $50,000 of expenditures in the aggregate  All major capital improvements to parish rectories, grounds, and any buildings that fall under the auspices of the Diocese of Bridgeport.

4. Parish Patrimony, Artifacts and Archives

Patrimony are those items and artifacts that have been brought into existence through the gifts and sacrifices of the faithful and celebration of the Sacraments, and for the greater glory of God. These items include, but are not limited to, stained glass windows, altars, ambos, vestments, chalices, statuary, icons and Stations of the Cross.

Given the sacred nature of these temporal goods, the Church has a vested interest, governed by Canon Law, in the respectful handling, preservation and protection of these objects. Altars and blessed articles are to be dealt with, in particular, according to what the Code of Canon Law requires for sacred places and sacred images.

A Pastor should consult with the Judicial Vicar to understand his duties and obligations regarding parish goods. A parish’s patrimony does not belong only to the Pastor. It belongs to the parish which is comprised of the Pastor and the faithful. The rights of the faithful must be respected.

4.1 Transfer and Archiving There are both internal and external facets to transferring and archiving Patrimony. The Pastor in consult with the Canons and in conjunction with the Bishop are responsible for establishing the patrimony to be transferred from

one parish to another. The Office of the Chancellor is responsible for Archives, however the Bishop must approve of any patrimony leaving Archives.

The internal aspects of Archives are to inventory, catalog, photograph, properly document, and store patrimonial items. These items are accessioned into a selected area of the Diocese which is protected and secure. In some cases, certain patrimony is stored in a fire-proof safe.

For the majority of ecclesiastical goods, these items are held until such time as they can re-enter the service of God or used in space approved by the Bishop and the Chancellor. Externally, the Chancellor and the Archives department assist Pastors within the Diocese in the transfer of liturgical patrimony.

In the case of a church merger, the patrimony may be assumed into the parish that remains. When this happens, the goods of either of the parishes are transferred to the new parish.

In some cases, where the parish has officially closed, sacramental and other records are stored in Archives at the Diocese.

IX COMMUNICATIONS

Key Points  If you are contacted by a member of the media regarding a controversial or sensitive issue affecting the Diocese or your parish, it is recommended that the Director of Communications be contacted before giving an interview (section 2).  The Diocese follows the Associated Press Guidelines for photographs taken in public places (section 3). o No identifications are required, no permission is needed to use photographs. o It is recommended that photo permission forms be on file for any child that participates in a parish program. o Photo permission forms for parishes, schools, and diocesan events should be retained on file for seven years.  All parishes should have social media guidelines in place (section 4).  If you would like any content on the diocesan website updated including events posted as it relates to your parish, please contact the Art Director of Website and Design (section 5).  Requests for articles in the Fairfield County Catholic should be submitted to the Director of Communications two weeks prior to the publication date (typically the middle of the month) (section 6).

1. Overview

The Diocese of Bridgeport sponsors a wide range of communication vehicles including print, Internet, social media and other publications. Parishes, schools, ministries and individuals are encouraged to contribute material (photos, stories, calendar items) and to request coverage.

To request story or event coverage, please contact the editor, associate editor or any of the Communications staff’s writers. Final decisions about coverage are made by the editor based on a number of factors including resources, writer/photo availability and news value.

However, this Manual focuses on parish requests for posting on the diocesan website, social media postings, requesting articles for the Fairfield County Catholic publication, media inquiries, and the use of photos.

2. Media Inquiries

If you are contacted by a member of the media regarding a controversial or sensitive issue affecting the Diocese or your parish, it is recommended that the Director of Communications be contacted at 203-416-1338 or 203-727-8092 before giving an interview.

If the matter is related to suspected abuse of a minor or the abuse of a vulnerable adult, the Pastor needs to follow the notification process outlined in Section Four of this Manual. If the complaint concerns clergy or religious, the Office of Clergy and Religious needs to be contacted.

3. Requesting a Photographer

Photographers and videographers are typically hired by the parish to cover Masses, events and social gatherings. When the Bishop is present for a diocesan Mass or event, photographers are usually provided. If a professional photographer is needed by a parish and the Pastor would like guidance, contact the Director (203-416-1464) or Associate Director (203-416-1338) of Communications.

3.1 Photo Permissions The Communications Department follows the Associated Press Guidelines with respect to photographs taken in public places – no identifications are required and there is no permission needed to use the photographs. It is recommended however, that each parish include a photo permission form in the file of any child who participates in a parish program. The form gives blanket permission for the parish to use the photo or to send it to the Diocese for its publications. Likewise, adults can ask at any time that their photograph not be used by the parish or the Diocese. Any concern about public use of an individual photo should be discussed with the Pastor and the photographer, or parent if under the age of 18. The Diocese will also consider any request for an appropriate reason that a photo be removed from its website after it has been published.

Photo permission forms for parishes, schools and other diocesan entities should be retained in the files for no less than seven years.

Note: Please refer to the Permission template found in the Appendix.

4. Social Media Postings

Social media represent a dynamic way of not only keeping in touch with faithful, but also to evangelize and welcome those who have fallen away from the Church.

Facebook, Twitter, Instagram, YouTube, and other social media pages for the Diocese of Bridgeport sites are managed through the Communications Department. The diocesan Director of Digital Media (203-416-1643) oversees and manages those sites, and is responsible for posting requests to the Diocese platforms. https://www.bridgeportdiocese.org/dobsocial/home/

Parish Social Media Postings Parish social media postings are handled at the local level and managed in accordance with each parish policy. All parishes should have social media guidelines that outline how social media is used and posted and how to address any inappropriate material posted by a third party. The Director of Digital Media (203-416-1643) should be consulted when this occurs.

Note: Refer to the Appendix for Social Media Tips; Guidelines may be found online at Social Media Guidelines

5. Parish Requests for Posting on Diocesan Website

The official diocesan website is https://www.bridgeportDiocese.org/. Users visit the site for diocesan and parish news, and useful information related to the Bishop, Parishes, Schools, Financial Information and Policy, Human Resources and Events. Only persons authorized to do so may prepare or modify content for the Diocese of Bridgeport’s official website. Changes to the website should be directed to the Art Director of Website and Design (203-416-1465) who will review the content and determine whether it can be posted.

Updating Parish Websites At present, each parish is now listed on the diocesan Website under "Find a parish" with general information. Given the multitude of parishes and frequency of parish staff turnover, some parish information listed on the diocesan Website may at times be inaccurate and in need of updating. The most efficient way to ensure that changes are made is to submit them to the Art Director of Website and Design (203-416- 1465).

Online Diocesan Calendar All calendar requests should be communicated one week in advance of the event, if possible.

6. Fairfield County Catholic Requests

The Office of Communications publishes the Fairfield County Catholic ten times a year with special supplements both in printed and electronic versions. It is the official newspaper of the Diocese of Bridgeport. The Fairfield County Catholic provides unique coverage of news that is of interest to the Catholic community including news about parishes, schools ministries and other diocesan programs and people. Communications welcome ideas for articles and photography.

Requests for articles should be sent to the Director of Communications (203-416- 1464) or the Assistant Editor of Fairfield County Catholic (203-416-1338) as soon as possible but no later than two weeks before publication, the month following.

7. Diocesan Marketing, Graphics and Printing

In general, parishes are responsible for their own graphic design, publications including bulletins, and worship tools such as programs for special celebrations. If certain brochures, inserts and other print and promotional materials are needed, a parish can consult or request assistance from the Art Director/Designer (for print and web) of the Communications office. Any related fees for printing or design services will be agreed upon in advance. The Communications Office also produces collateral materials for the Annual Catholic Appeal and diocesan ministries, Respect Life, Catholic Scouting, and other initiatives upon request. For information please contact the Art Director of Website and Design (203-416-1465).

X TECHNOLOGY SERVICES

Key Points  Parish staff should be educated annually on Cybersecurity. Technology Services will provide an annual training module (section 2).  Technology Services provides parishes at no cost voice and internet billing reviews, computer equipment and software procurement (parishes pay for the equipment and software), domain management and general technology consultation (section 3).  The diocesan Microsoft Office 365 tenant is the standard information system platform for the Diocese (section 3).  All chancery documents and announcements must be accessed through the diocesan electronic filing and notification system on Sharepoint at https://diobpt.sharepoint.com/SitePages/Home.aspx (section 4).  Email communications to the Bishop and Curia staff must be done using a diocesan email address ([email protected]) (section 5).  If your parish has not already done so, you should contact the Senior Director of Technology Services to migrate your email system to the diocesan Microsoft Office 365 platform (section 6).  Please email [email protected] if you have questions about software, domain-related problems or require assistance with hardware (section 7).

1. Overview

The Diocese of Bridgeport Technology Services Team is responsible for many diocesan-wide tasks. This Manual addresses cybersecurity and platforms that are offered to the parish to ensure security compliance, consistency and process automation across the Diocese. Certain services are provided at no cost to the parish through the Cathedraticum assessment.

2. Cybersecurity

Cybersecurity is protection against the criminal or unauthorized use of electronic data, and the measures taken to achieve this. The Diocese uses a multi-layered approach to provide the most comprehensive cybersecurity while at the same time providing a collaborative platform where information can be shared and developed by a wide varity of people. The goals of cybersecurity include protection of the confidentiality of data, data integrity, password protection, data use authorization in compliance with local, state and federal law as well as Canon law.

The areas of cybersecurity are divided into three main categories: basic, foundational and organizational. Basic includes inventory and control of hardware and software assets and controlled use of administrative privileges. Foundational includes email and web-browser protection, malware defenses, data recovery and protection, wireless access control. Organizational includes security awareness training and application software security.

3. Microsoft Office 365 Platform

Microsoft Office 365 is a multi-faceted information systems platform that is used by the Diocese. The Diocese has secured non-profit pricing for this platform and is provided free of charge to the parish except in certain circumstances.

This system provides an expansive set of tools that are being developed and deployed in order to automate workflow and enhance collaboration across the Diocese in a secure way.

In addition, the system provides a broad set of cyber security measures for users, documents, email and video.

 Enterprise Video: Video can be stored and shared across the Diocese by creating Channels that host videos and provide appropriate access and security.

 Office Online: Documents can be created and shared using a browser. Applications include Word, Excel, OneNote, PowerPoint and Sway. Publisher

is not provided online and can be acquired through a software subscription for the entire Microsoft Office suite provided by the Diocese with an annual charge to the parish.

 File Storage and Collaboration: Documents can be created, stored, shared and changed collaboratively in a secure environment. Groups of users are created that give each member of the group access to the documents stored within OneDrive for the Group.

 SharePoint is used to provide document and record management for the Diocese and is the preferred system to securely store, organize, share and access information across the Diocese. Office Automation Office 365 provides for Office

 Automation through the use of forms, documents and automated workflow. An example of this type of system is the Chancery Announcements and Documents. The Bishop has approved the overall structure of this e-cabinet system and the workflow for information access. Launched in January 2021, Pastors will no longer receive attachments to the Monday “blast” but rather receive an email from the Office of the Bishop that directs them to the file cabinet where relevant documents are stored.

 Email, Contacts and Calendars: Currently, Tech Services is migrating each parish to Office 365 and using the parishes domain in Outlook. This effort is underway to ensure consistency with emails and to afford the security that Office 365 provides against spam, phishing and malware.

 Project Management: Office 365 provides a basic project management tool called Planner where projects can be created, and tasks assigned and tracked.

 Chat and Conferencing: Microsoft provides Teams that allows the parish to have online video conferences with Team members or others outside of the parish. One drawback of the platform is that it does not allow for others to join with a telephone.

 Small Business Applications: Microsoft provides a marketplace for other small business applications that can be subscribed to. Please contact Technology Services for a review of such applications.

4. Chancery Announcements and Documents

The Chancery Announcements and Documents application is an electronic filing and notification system developed on the Office 365 platform. Launched in January 2021, Pastors and Administrators are no longer receiving attachments to the “Monday blast”; they are receiving an email from the Office of the Bishop that directs them to the file cabinet where relevant documents are stored. The Bishop has approved the overall structure of this e-cabinet system and the workflow for information access.

For the audiences of the Chancery Announcements and Documents, we hope that this new process will be more concise while at the same time convey the important messages in a timely and secure fashion. In addition, this new system will provide a searchable document library so that documents can be found easily.

Note: The User Guide may be found in the Appendix.

4.1 Process Overview Notifcation: In the new email notification, documents will be organized by the department that originated the document. Additional contact information and description will be provided for each item. New items will be tagged as “NEW” for quick reference.

Please remember to login to the diocesan intranet website to view the documents - https://diobpt.sharepoint.com. Simply click on the link in the email and the document should load.

 Storage: All of the announcements and documents are stored in a document library within the diocesan intranet site and can be accessed at any time. Simply log in to the website as indicated above and see the announcements and documents on the home page of the website. These documents will be the same documents as shown in the email notification. Simply click on the document you wish to view and it will be displayed for you. From here you can save or print the document by clicking on the appropriate icon.

o Current Announcements and Documents: Every announcement and document is stored with an expiration date. Any announcement or document that has not expired are considered “Current”. Current documents are shown in the email notification and on the home page of the intranet site.

o Stored Announcements and Documents: Any expired document that is less than one year old is considered a Stored Announcement and Document. To view Stored Announcements and Documents, please click on the orange tile on the home page of the intranet site. Note: Here you can sort or search for the document you wish to find. Clicking the column header will sort the list. Columns can be sorted in acending or decending order. Hover your cursor over the column you wish to sort and click the small downward pointing triangle. You will then be able to sort.

o Archived Announcements and Documents: Any document older than one year is archived. To search on archived announcements and documents, please click on the teal tile on the home page. The sorting and search utilities work the same as the stored annoucements and documents.

4.2 Setting Up Your Browser This procedure does not apply for those parishes that are already on the diocesan Office 365 platform.

To access the notification email as well as the documents, log in to Office 365 using your browser. You can do this with Edge, FireFox, Chrome or Safari. 1. Log in to Office 365 at https://login.microosftonline.com 2. Enter your diocesan account name and password. 3. When your browser prompts you with a message, “Do you want to remember this password”. Click the OK or Yes button. 4. Do not log out of Office 365, just close the browser. 5. The next time you click on the link in the notification email, make sure your browser is open. The document will be displayed.

5. Required Use of Diocesan Email

Email communications to the Bishop and Curia staff must be done using a diocesan email address ([email protected]). Similarly, all communications from the Diocese are being done using a diobpt.org email, including email communications for weekly blasts, notifications of meetings, etc. The primary driver behind this requirement is

security and use of a unique identifier for a given name. There are no exceptions.

6. Migration to the Diocesan Office 365 Platform

Technology Services has started the process of migrating parishes onto this platform. Our goal is to have everyone in the Diocese on the same platform in order to centralize cyber security measures and provide cross-Diocese collaboration. The process to migrate includes migration of the parish domain, completion of user information and preparing for the migration. Contact the Senior Director of Technology Services to schedule this migration.

The time for this migration is usually dictated by the migration of the parish domain to the diocesan registrar. Sometimes this can be accomplished in as little as a few days to several months depending on how complex the files are. A target date for migration completion across the Diocese is June 2022.

7. Assistance

Please email [email protected] if you have questions related to software, domain- related problems or require assistance with hardware.

XI DEVELOPMENT

Key Points Annual Catholic Appeal (section 2)  Parish Goals are sent to Pastors by December 1st. Pastors may request a goal reduction by December 15th.  Training for Deans and Pastors occurs in January; major donor meetings also start in January.  The general appeal runs from February through May. If required, a second general appeal will run from September through October.  Once the parish has achieved at least 60% of their goal, Pastors should conduct their in-pew solicitation and collection.  Pastors report progress to parishioners the last two weekends in April. o Pending current conditions, the timing of the in-pew and update weekends are subject to change.  Pastors’ Leadership Guide includes all directives for the ACA. The link is https://www.bridgeportDiocese.org/aca/home/.

Parish Capital Campaigns (section 3): Fundraising for Debt Reduction or Retirement, Endowments, Special Programs, or Other Capital Needs Projects require a written request to Bishop Caggiano.

Recordkeeping (section 4): In order for the Diocese Development Team to maintain an up-to-date database, it is critical for parishes to notify the Diocese of all changes related to their parishioners. This includes notification should any parishioner pass away.

1. Overview

The Parish Finance Manual details Parish Development concepts and opportunities at the parish level including requirements for the Annual Catholic Appeal (ACA), offertory, legacy-planned giving, capital/endowment campaign and stewardship. Given its criticality to fund-raising at both the parish and diocesan levels, the ACA is highlighted in this Manual and is based on the 2021 revised strategy, including key milestones.

2. Annual Catholic Appeal

The Annual Catholic Appeal (ACA) provides the single most important source of funds for the daily operation and overall diocesan mission of renewal through works of charity, Pastoral services, Catholic education and, provides assistance to clergy and seminarians.

In addition, funding from the ACA establishes new opportunities for services and ministries, and expands programs that support faith, Catholic education and charity through the Bishop’s vision for the Church in Fairfield County.

The ACA provides funding for the immediate needs of the people of the Diocese, while other campaigns generate funding for longer-term initiatives.

2.1 Timeline The revised strategy is two phases  Phase 1: November through May o Parish goals are sent to Pastors by December 1st. Pastors may request a goal reduction by December 15th. o Training for deans, Pastors, and major donor meetings occur in January. o General appeal runs from February through May. If required, a second general appeal runs from September through October. o The first two weekends in March are in-pew collections. o Pastors report progress to parishioners the last two weekends in April.  Phase 2: September through October The strategy for Phase 2 is contingent on goal achievement in Phase 1.

The Appeal planning begins in November with the establishment of parish goals, finalization of materials and parish partnership decisions. Campaign objectives are also defined.

January will include strategy sessions with Deans and Pastors to update and offer best practices. Major donor meetings, parish visits and engagement also begins.

The diocesan Development staff work together with Pastors, Parish Administrators and volunteer committee members. Materials are provided to promote the Appeal in the parish and on the website such as the Pastors’ Leadership Guide, posters, videos, along with other resources to help each parish achieve its goal. There are opportunities to attend Appeal receptions in person and through technology, such as Zoom conferencing.

Keeping the Development database up-to-date is very important. Parishes should notify the development office should any parishioner pass away.

2.2 Process The ACA kick-off is scheduled for the end of February and includes a video from the Bishop and an appeal letter. Certain donors receive a preview of the Bishop’s letter. Parish visits by the Development team continue to assist with specific strategies to increase offerings and meet established goals.

Parishioners receive an initial solicitation letter from the Bishop along with a brochure outlining the programs and services supported by the campaign. Additional letters are sent, including a letter from the Pastor, until a donation has been received. Parishioners may make their pledge through the mail, on the appeal website on-line donation page or by “Texting-to-Give” on their smart device.

Once the parish has achieved at least 60% of their goal, Pastors should conduct their in-pew solicitation and collection. This should include virtual collection options for those parishioners participating in an online version of the Mass. Pastors are expected to discuss the ACA and appeal at each Mass that is celebrated on the in-pew weekend. Parish visits will continue to assist with specific strategies to increase offerings and meet established goals.  Each parish promotes the Appeal during Mass, at in-person or virtual receptions, through in-pew weekends, personal visits and phone calls.

At either of the last two weekends in May, the Pastor will provide an ACA update and progress to goals. Pastors are expected to discuss the progress at each Mass that is celebrated on those two weekends.  Through these efforts, the objective is to encourage all members of your parish to contribute to the Appeal. The Development Staff refers to this as the participation rate.

Phase 1 of the ACA campaign is scheduled to be completed by May 31st, but may be extended per current conditions, such as parish mergers major renovation projects. Phase 2 goal- setting and strategy will begin immediately following the conclusion of Phase 1.

3. Parish Capital Campaigns

Fundraising for Debt Reduction or Retirement, Endowments, Special Programs, or Other Capital Needs Projects require a written request to the Bishop.

4. Recordkeeping

In order for the diocesan Development Team to maintain an up-to-date database, it is critical for parishes to notify the Diocese of all changes related to their parishioners. This includes notification should any parishioner pass away.

PARISH ADMINISTRATIVE MANUAL

APPENDICES

A Section 2 - Calendar Request Form (template)

B Section 2 - Confirmation Request Form (template)

C Section 3 -Data Collection – Mass Census, Annual Statistics (forms)

D Section 4 - Reporting Suspected Abuse Notification (instruction)

E Section 5 - Personnel Action Form Parish Employment (form)

F Section 6 – Annual Corporation Paperwork (templates)

G Section 6 - Parish Councils (decree and guidelines)

H Section 8 - Catholic Mutual Coverage Program Assessment (coverage and reference guide and checklists)

I Section 9 - Parish Photo Release Form (template)

J Section 9 – Social Medial Tips

K Section 10 - User Guide Electronic Filing (procedure)

Note: Currently, there is no supporting information in the Appendices for Section 1, Section 7 and Section 11.

OFFICE OF THE BISHOP

Section 2 Calendar Request Form for Curia EVENTS

Bishop’s Calendar: Spring 2021 through December 31, 2021

General Information

Department Name Occasion and Location

Contact Person Telephone Email Did Bishop attend this event in the past (when?) What is expected of the Bishop (i.e. blessing, speech) Additional Information

Date and Time Selections Date Time Liturgical Feast (if any) 1. 2.

Please return by 3/1/2021

Debbie Charles ([email protected])

1 | P a g e

Calendar Request Form for CONFIRMATION

General Information

Parish Name

Town

Contact Person

Telephone

FAX

Expected Number of Candidates

Number of Confirmations Requested

Additional Notes Celebrant of Previous Confirmation

Kindly return the form to Debbie Charles (203)416-1352 • Via email: [email protected] • Via fax: 203-371-8323

1 | Page

OFFICE OF THE CHANCELLOR

Section 3 ---- Parish Mass Census Weekends March --/-- and March --/--

Parish Name: ______Town: ______Church Seating Capacity: ______Deanery: ______

Weekend of March --/--, ----

Mass Time Number Attending Language Saturday Vigil: ______

Sunday: ______

GRAND TOTAL OF ALL MASS ATTENDEES: ______

Weekend of March --/--, ----

Mass Time Number Attending Language Saturday Vigil: ______

Sunday: ______

GRAND TOTAL OF ALL MASS ATTENDEES: ______---- Parish Mass Census Weekends October --/-- and October --/--

Parish Name: ______Town: ______Church Seating Capacity: ______Deanery: ______

Weekend of October --/--, ----

Mass Time Number Attending Language Saturday Vigil: ______

Sunday: ______

GRAND TOTAL OF ALL MASS ATTENDEES: ______

Weekend of October --/--, ----

Mass Time Number Attending Language Saturday Vigil: ______

Sunday: ______

GRAND TOTAL OF ALL MASS ATTENDEES: ______[Reporting Year] Annual Statistical Summary January 1, ---- - December 31, ---- Parish: Location: Deanery: Pastor/Parocial Administrator:

Parish Summary

1. Total number of registered families

2. Total number of individuals

Sacramental Records Baptisms

1. Number of baptisms – infants to one year old

2. Number of baptisms - one year to seven years of age

3. Number of baptisms - seven to 17 years of age

4. Number of adult baptisms, including through RCIA (18 and over)

5. Number of catechumens (age seven and older) preparing for baptism

Total Number of Baptisms 0

First Eucharist

1. Number of children

2. Number of adults, including through RCIA (18 and over) Total Number of First Eucharist 0

Confirmation

1. Number of children

2. Number of adults, including through RCIA (18 and over) Total Number of Confirmations 0

Marriage

1. Number of marriages between baptized Catholics

2. Number of marriages between a Catholic and non-Catholic (interfaith)

Total Number of Marriages 0

Ministry to the Sick

1. Number of individual anointings

2. Number of individuals receiving the Eucharist at home

1/3 Death and Funerals 1. Total number of deaths

2. Funerals celebrated at the parish

Faith Formation Religious Education

1. Number of students - pre-K only th 2. Number of students - kindergarten through 8 grade th th 3. Number of students - grade 9 -12

4. Number of adult education students not enrolled in RCIA

5. Number of students home-schooled or receiving special instruction

RCIA Students

1. Number of adults enrolled in RCIA

2. Number of teens enrolled in RCIA

3. Number of children enrolled in RCIC

Youth Ministry

1. Does your parish have an active ministry for young people that includes middle school students through young adults 18 or older? (Yes/No)

2. If yes, number of middle school participants (grades 6, 7, 8)

3. If yes, number of high school participants (grades 9-12)

4. If yes, number of young adults (18 or older)

Catechists

1. Pre-K catechists th 2. Kindergarten through 8 grade catechists th th 3. Grade 9 through 12 catechists

4. RCIA Catechists

Parish Information Liturgical Ministers

1. Extraordinary Ministers of Holy Communion

2. Readers

3. Altar Servers

4. Liturgical Musicians (directors, vocalists, instrumentalists)

Council Information (total numbers)

1. Finance Council Members

2. Finance Council Meetings held January 1 – December 31, 2018

3. Parish Council Members

4. Parish Council Meetings held January 1 – December 31, 2018

2/3 Parish Information (continued) Institutions Please list the hospitals, convalescent homes, and any prisons where clergy / religious minister (enter info as text): 1. Hospital(s) 2. Convalescent home(s) 3. Prison/Correctional Facility(s)

Parish Organizations (total number of members)

1. Knights of Columbus

2. Order of Malta

3. Knights and Ladies of Holy Sepulchre

4. Charismatic Prayer Group

5. Council of Catholic Women

6. Cursillo

7. Emmaus a. Adult Retreats b. Teen Retreats

8. Vocations Committee

9. Family Life Committee

10. Holy Name Society

11. Bible Study group

12. “Walking with Purpose”

13. Legion of Mary

14. Liturgy Committee

15. Weekly Novenas

16. Eucharistic Adoration

17. Respect Life Committee

18. Social Justice Committee

19. Bereavement Support Group

20. 12-step Programs (AA, NA, OA, etc.)

21. Divorced/Separated Group

22. Scouting (combine all Scouts)

23. Other Organizations - please list (if more than ten members in an organization)

Additional Comments:

Pastor/Administrator Signature or Acknowledgment

3/3

SAFE ENVIRONMENT PROCESS

Section 4 Reporting Suspected Abuse in the Diocese of Bridgeport

In the Diocese of Bridgeport, we encourage every person who has information about any form of abuse or neglect, knowledge of someone in possession of child pornography or suspected boundary violations toward minors or Vulnerable Adults, to report this information to the Diocese of Bridgeport and to Civil Authorities. Clergy, Candidates for Ordination, Religious Sisters and Brothers, Employees, Volunteers, Tenants and Independent Contractors are required to report this information within 12-hours of becoming aware of it.

Immediately call:

Erin Neil, L.C.S.W., Director of Safe Environment and Victim Assistance Coordinator Office: (203) 416-1406, Cell: (203) 650-3265, [email protected] or Michael Tintrup, L.C.S.W., Victim Assistance Counselor: (203) 241-0987

AND

The CT Department of Children and Family (D.C.F.) Child Abuse and Neglect Careline 1-800-842-2288 within twelve (12) hours of becoming aware of the information

AND IF DIRECTED

Notify the police in the town where the incident occurred.

Immediately call (911) if there is imminent risk of harm to any person.

Third Party Reporting: Survivor and Witness Hotline 1-833-990-0004 or www.lighthouse-services.com/diobpt

To Report Sexual Misconduct by a U.S. Bishop, call 1-800-276-1562 / https://reportbishopabuse.org or call Kathleen D. Nowosadko, the province’s local reporting individual: (860) 541-6475

For a report involving a Vulnerable Adult, call the police in the town where the incident occurred.

SUSPECTED BOUNDARY VIOLATIONS OR SUSPECTED GROOMING BEHAVIORS TOWARD MINORS OR A VULNERABLE ADULT

If you have any concern about the safety of a child or Vulnerable Adult or if you have observed an early warning sign of inappropriate conduct or a violation of the Safe Environment policies, please call the Safe Environment Office with what you know. Suspected grooming behaviors toward minors must also be reported to the police and to the D.C.F. Care-line.

(See Appendix H for examples of grooming behaviors and early warning signs of abuse)

EMPLOYMENT AND PERSONNEL PROCESS

Section 5 PERSONNEL ACTION FORM

Diocesan Entity: Effective Date:

New Hire Salary Change Promotion Merit Increase Benefits Change Rehire Address/Name Change Transfer Termination Other

Name: Last First

Social Security # Birth Date Address: Street City State Phone: Gender: Male ( ) Female ( ) E-mail Address:

To be Completed by Hiring Manager: Benefits Eligibility Full Time: # Hours per week: Employee Eligible for Benefits Yes No Part Time: Employees working 30+ hours are required to Enroll or Per Diem: Decline Benefits online through BENETRAC Temporary: Benetrac Online Instructions Provided Exempt: Employee entered in Benetrac (Parish/NP employees O Non Exempt: Pay Cycle: DOH: Starting Salary: Reports To: Job Title: Department: 403(b): Enroll Waiver Project #: (CCFC only) Current employment by another Diocesan Entity If so, entity name

Salary Change Information: Current Salary Rate: Change Amount: Change %: New Salary:

Reason for change: (Circle one) Merit Promotion Decrease Other

Terminations / Layoffs: Resigned: Retired: Benetrac Term (Parish Employees Discharged: Benefits End Date: ______Reason for Termination: P&A Cobra Notification

Leaves of Absence: Leave Type: FMLA Yes No

Begin Date: Expected Return Date: Actual Return Date:

Rehires - Prior Employment By Diocesan Entities

Entity ______From ______To ______Hrs. per week ______Entity ______From ______To ______Hrs. per week ______Entity ______From ______To ______Hrs. per week ______If additional Diocesan prior employment, provide name, dates and hours on reverse

Department Head Approval/Date: Benefits Review/Date:

CFO/ Finance Director/Date: HR Approval/Date:

Senior Manager/Date: Processed by Payroll: Revised: May 2017

PARISH GOVERNANCE AND LEGAL ADMINISTRATION

Section 6

Note: Notice must be received 10 days prior to meeting date

[PARISH LETTERHEAD]

NOTICE OF ANNUAL MEETING OF THE MEMBERS

TO BE HELD ON [Insert Date]

TO THE MEMBERS OF: [insert name of the parish]

NOTICE IS HEREBY GIVEN that the Annual Meeting of the Members of [Legal Name of the Parish, will be held on [Day, Month, Date, Year at time at Legal Name of Parish, Parish Address, Town/City, Connecticut] for the following purposes:

1. To appoint the lay Trustees for the parish for the upcoming year; and

2. To elect the Officers of the Corporation for the upcoming year; and

3. To transact such other business as may properly come before the Annual Meeting or any adjournment thereof; and

4. [If adopting Bylaws] to adopt the Amended and Restated Bylaws of the Corporation (DOES NOT need to be done on an annual basis)

Please confirm your attendance upon receipt of this notice by [insert parish phone and/or email].

Sincerely,

______Signature of the Pastor/Administrator Secretary

Dated: ______, 2021

Agenda for the Annual Corporation Meeting of the Members

AGENDA

The Annual Meeting of the Legal Name of Parish was held on Date, at Legal Name of Parish, Address at Time

Call to Order and Opening Prayer

1. Welcome to the two lay members of the Corporation 2. Adoption of Minutes from 2020 Annual Corporation Meeting 3. Pastor’s Report 4. Financial Report 5. Resolutions - Read, discuss, move, second, and approve a. Financial Resolutions b. Resolution to adopt Parish By-laws (if applicable)

6. Old Business - if any 7. New Business 8. Adjourn

Parish Appointment of Lay Members of the Corporation

The undersigned, a majority of the ex-officio members of the LEGAL PARISH NAME hereby appoint the following members of the congregation, as lay members of the LEGAL PARISH NAME.

Lay Member Name: Address: Telephone: Email Address:

______

will serve for one year, until the 2022 Annual Meeting of the Corporation.

______NAME OF PASTOR, PASTOR DATE SIGNED

______MOST REVEREND FRANK J. CAGGIANO DATE SIGNED

______MONSIGNOR THOMAS W. POWERS DATE SIGNED

PLEASE RETURN TO: DIOCESE OF BRIDGEPORT C/O DEB TIETJEN – LEGAL OFFICE 238 JEWETT AVENUE BRIDGEPORT, CONNECTICUT 06606 [email protected]

Lay Member Appointment 2021 Annual Parish Corporation Meeting

UNANIMOUS WRITTEN CONSENT OF THE MEMBERS OF LEGAL NAME OF PARISH

The undersigned, being all of the Members of Legal Name of Parish, a Connecticut religious corporation (the “Corporation”), hereby consent to the actions set forth herein. This consent shall have the same force and effect as would our votes in favor of such actions at a regularly constituted meeting of the Members of the Corporation called for such purposes.

RESOLVED: That the Members hereby acknowledge and ratify that, effective as of Date of Meeting, the following persons are duly appointed as Members of the Corporation, to hold office until their respective successors are elected and qualified, or until their earlier removal or resignation as set forth in the Code of Canon Law:

Most Reverend Frank J. Caggiano (Bishop of the Diocese) Monsignor Thomas W. Powers (Vicar General of the Diocese) ______(Pastor of the Parish) ______(Lay Member of Parish) ______(Lay Member of Parish)

RESOLVED: That the Pastor of the Parish associated with the Corporation shall be Treasurer and Secretary of the Corporation and in the event of a vacancy in the office of Pastor, the Administrator of the Parish associated with the Corporation shall be the Treasurer and Secretary of the Corporation to hold office until a successor Pastor is appointed or until his earlier removal or resignation as set forth in the Code of Canon Law. RESOLVED: That the Members hereby ratify and confirm that, effective as of Date of Meeting the following persons are duly elected to the respective offices of the Corporation set forth opposite their names below, to hold office, as duly elected officers of the Corporation, until their respective successors are elected and qualified, or until their earlier removal or resignation as set forth in the Code of Canon Law:

Most Reverend Frank J. Caggiano President (Bishop of the Diocese) Monsignor Thomas W. Powers Vice President (Vicar General of the Diocese) ______Treasurer and Secretary (Pastor of the Parish)

RESOLVED: That the President or Vice President of the Corporation is hereby authorized, up to any dollar amount, to: (i) sign checks, draw upon any and all accounts of the Corporation, (ii) sign and approve all notes required by any financial institution, including but not limited to banks and credit unions, for Corporation purposes, (iii) sign any and all documents required by any financial institution, including but not limited to banks, broker-dealers and credit unions, in connection with the borrowing of money from, or management of assets by, said financial institution for Corporation purposes, (iv) sign contracts and legal documents, and (v) transfer and/or deposit under any deposit or protective agreement or re-organizational plan any or all securities standing in the name of the Corporation.

RESOLVED: That Name of Pastor, Treasurer and Secretary, is hereby authorized, up to $50,000, to: (i) sign checks, draw upon any and all accounts of the Corporation, for the purchase of durable goods, (ii) sign and approve all notes required by any financial institution for Corporation purposes, (iii) sign any and all documents required by any financial institution, including but not limited to banks, broker-dealers and credit unions, in connection with the borrowing of money from, or management of assets by, said financial institution for Corporation purposes, (iv) sign contracts and legal documents, except contracts and documents concerning real property of the Corporation, , and (v) transfer and/or deposit under any deposit or protective agreement or re-organizational plan any or all securities standing in the name of the Corporation.

RESOLVED: That checks or electronic transfers or any other similar transfers of funds in excess of $50,000 must be signed or authorized by the President or Vice President of the Corporation, unless specific written designation to sign or authorize such transaction is given to the Treasurer by the President or Vice President.

RESOLVED: That Clergy or Religious is hereby authorized to sign checks drawn upon the operating account(s) of the Corporation as directed by Treasurer of the Corporation consistent with his authority.*

RESOLVED: That, if any financial institution requires a particular form of resolutions of the Members for opening an account, the President, Vice President and the Treasurer of the Corporation are hereby severally authorized to approve the form of such resolutions and upon such approval each resolution is hereby adopted; and the Secretary of the Corporation is hereby authorized to certify the adoption of all such resolutions.

RESOLVED: That the President, Vice President and Treasurer of the Corporation are hereby severally authorized and directed, in the name and on behalf -2-

of the Corporation, to do all acts and things, to execute and deliver any and all documents, and to pay all fees, costs and expenses, that may, in the opinion of any of the officers so acting, be necessary, desirable or expedient to effectuate the purposes of the foregoing resolutions, such necessity, desirability and expediency to be conclusively evidenced by the execution of such documents, the payment of such fees, costs and expenses or the taking of such action.

RESOLVED: Subject to the limitations set forth in the Code of Canon Law, the President of the Corporation, and in the absence of the President of the Corporation, any officer designated by the President of the Corporation pursuant to the Code of Canon Law, is hereby authorized to execute deeds, and otherwise execute documentation in connection with real property of the Corporation.

RESOLVED: That the above identified individuals constitute the sole authorized signatories for the Corporation as of the date hereof.

RESOLVED: That this consent may be executed in one or more counterparts, all of which together shall be deemed an original.

Only include the next resolution if you are adopting new corporate by-laws:

RESOLVED: That the amended and restated by-laws of the Corporation are hereby approved and that a copy of these amended and restated by-laws shall be filed with the Corporation’s records and further that a copy of these by-laws shall be attached to the minutes of this Annual Meeting.

RESOLVED: That this consent shall be placed in the minute book of the Corporation.

*The Diocesan Bishop, as President of each Parish Corporation, must be a signatory on all Parish checking and investment account(s). If possible, there should be an alternate signatory on checking accounts only for emergency situations. The alternate signatory must be a member of the clergy or a member of a religious community serving in the Parish. An alternate signatory is advisable if possible (i.e.: your Parish has clergy or religious or another member of the clergy or religious outside of your parish agrees to act in that capacity). Please note, however, that if a member of the clergy (e.g. a Deacon) or a religious community is serving as the Parish Business Manager/Accountant/ Bookkeeper, he or she cannot be the alternate signatory on a bank account.

[Signature Page Follows]

-3-

IN WITNESS WHEREOF, the undersigned have caused this consent to be executed as of the ___ day of ______, 2021.

______Most Reverend Frank J. Caggiano

______Monsignor Thomas W. Powers

______Type Name of Pastor

______Type Name of Lay Member

-4-

SECRETARY’S CERTIFICATE

The undersigned Secretary of LEGAL PARISH NAME a Connecticut religious non-stock corporation (the “Corporation”), hereby certifies that the following resolution was duly adopted by the Members of the Corporation, has not been amended, modified or rescinded and remains in full force and effect:

RESOLVED: That Most Reverend Frank Caggiano, President, and Reverend Monsignor Thomas Powers, Vice President, are hereby severally authorized, up to any dollar amount, to: (i) sign checks, draw upon any and all accounts of the Corporation, (ii) sign and approve all notes required by any financial institution for Corporation purposes, (iii) sign any and all documents required by any financial institution, including but not limited to banks, broker-dealers and credit unions, in connection with the borrowing of money from, or management of assets by, said financial institution for Corporation purposes, (iv) sign contracts and legal documents, and (v) transfer and/or deposit under any deposit or protective agreement or re-organizational plan any or all securities standing in the name of the Corporation.

RESOLVED: That Reverend ______, Treasurer and Secretary, is hereby authorized to: (i) sign checks, draw upon any and all accounts of the Corporation, up to $50,000 for the purchase of durable goods (ii) sign and approve all notes required by any financial institution for Corporation purposes, (iii) sign any and all documents required by any financial institution, including but not limited to banks, broker-dealers and credit unions, in connection with the borrowing of money from, or management of assets by, said financial institution for Corporation purposes, (iv) sign any and all legal documents, with the exception of contracts and documents concerning real property of the Corporation, and except for contracts for construction, major renovation, replacement or repair services of $50,000 and over ( (v) transfer and/or deposit under any deposit or protective agreement or re-organizational plan any or all securities standing in the name of the Corporation.

RESOLVED: That ______is hereby authorized to sign checks drawn upon the operating account of the Corporation as directed by Reverend ______consistent with his authority.

RESOLVED: That the above identified individuals constitute the sole authorized signatories for the Corporation as of the date hereof.

Dated this _____ day of ______, 2021.

______, Secretary (Please note Pastor must sign)

Note to Pastors/Administrators: Under state statute, three members of the parish corporation, of whom one shall be a layman, shall constitute a quorum for the conduct of business at the meeting. Thus the pastor and two lay persons may conduct the business of the corporation at the meeting.

Minutes of the Annual Corporation Meeting of the (Parish Name)

The Annual Meeting of the Legal Name of the Parish (“Parish Corporation”) was held on Month, Date, Year at Legal Name of the Parish, Address, Connecticut at Time.

Name of Pastor/ Administrator, Secretary and Treasurer, opened the meeting with a prayer and warm welcome to Lay Members of the Parish Corporation Also present were list people.

The Minutes from the 2020Annual Meeting were moved by (Name), seconded by (Name) and approved.

Name of the Pastor/Administrator gave a brief report on the state of the Parish. (Add any points made by the Pastor)

Enter Name of Finance Chairperson of the Finance Council, gave an overview of the financial health of the parish. (Note remarks)

The attached resolutions (attach to Minutes) were moved by (Name), seconded by (Name) and approved.

If by-laws were adopted, please include the following reference and attach the bylaws to the minutes. If not, remove this line. The amended and restated by-laws of the Parish Corporation are attached to these minutes.

The meeting was adjourned at (time).

PLEASE NOTE THAT ANYONE MOVING, SECONDING AND APPROVING MOTIONS MUST BE A MEMBER OF THE PARISH CORPORATION.

AMENDED AND RESTATED BYLAWS OF Legal Parish Corporation Name

ARTICLE I PURPOSE

1. PURPOSE OF BYLAWS. These Bylaws are intended to supplement and implement applicable provisions of Connecticut General Statutes, Chapter 598 and of the Certificate of Incorporation and in general to regulate the affairs of this corporation.

2. PURPOSES OF THE CORPORATION. The principal purposes of the Corporation are: a. to receive and hold all property conveyed to it for the purpose of maintaining religious worship according to the doctrine, discipline and ritual of the Roman Catholic Church, and for the support of the educational or charitable institutions of that church; b. to invest, reinvest and otherwise manage and administer its assets; and c. to conduct its affairs to further the purposes of this corporation as set forth herein and in its Certificate of Incorporation.

3. SUBJECT TO LAWS OF CHURCH. The corporation shall at all times be subject to the general laws and discipline of the Roman Catholic Church, and shall receive and enjoy its franchises as a body politic, solely for the purposes set forth in paragraph 2. Upon the violation or surrender of its charter, its property, real and personal, shall vest according to the laws and disciplines of the Roman Catholic Church.

ARTICLE II OFFICES

1. PRINCIPAL OFFICE. The principal office of this corporation shall be at Street Address, within the Town of City Name, Connecticut, as shall be designated by the Members.

2. OTHER OFFICES. The Corporation may have such other offices, either within or without, the Town of City Name, Connecticut, as the Members may from time to time determine.

ARTICLE III MEMBERS-FUNCTION AND MEMBERSHIP

1. GENERAL POWERS. The business and affairs of the Corporation shall be managed by its Members, which may exercise all of the powers of the Corporation and do all such lawful acts and things except as limited by law, the Certificate of Incorporation or these Bylaws.

2. NUMBER, ELECTION, AND TERM OF OFFICE. The property and business of the Corporation shall be managed by its Members consisting of at least five (5) individuals: a. the Bishop of the Diocese of Bridgeport*; b. the Vicar General of the Diocese of Bridgeport*; c. the Pastor of the Corporation*; d. two lay members of the congregation of the Corporation (* - designated as “ex officio members of the Corporation” under the provisions of Connecticut General Statutes, Title 33, Sec. 33-279)

In case of the death or other disability of the Bishop, the Administrator of the Diocese of Bridgeport will serve as a Member in his stead until his successor is appointed.

Upon the death, resignation, removal or preferment of the Bishop, the Vicar General, the Chancellor of the Diocese and/or the Pastor, their successors in office shall become such members of the Corporation in their stead. The two lay members shall be appointed annually, in writing, during the month of January from the lay members of the congregation by a majority of the “ex officio members”.

The term of office of the Members of the Corporation hereunder shall be as specified hereinabove but shall continue thereafter until a qualified successor thereto is duly appointed and accepts such office. A Member may serve for more than one term and, except as provided otherwise herein, the term shall begin immediately following such appointment. Each Member shall hold office until his or her annual (or other) term expires, death, resignation, removal, disqualification, or his or her successor has been appointed and otherwise fulfilled the requirements of such position.

3. VACANCIES. Vacancies in the Membership (lay members) may be filled for the unexpired term thereof by the concurring vote of a majority of the (“ex officio members”) Members remaining in office.

4. POWERS. The property, business and affairs of the Corporation shall be managed by the Members who may exercise all power and do all the things which may be exercised or done by the Corporation subject to provisions of law, the statutes of Connecticut, the Certificate of Incorporation and these Bylaws and shall include all additional powers necessary or convenient for the carrying out of the religious, charitable and educational purposes of the Corporation and for the management of its property. They shall have the power to select the beneficiaries of the funds of the Corporation and to determine the amounts of such benefits, always subject to the provisions and limitations of the Certificate of Incorporation, and their decision in these matters and in all other matters in connection with the use of the property and funds of the Corporation shall be final and conclusive on all persons whomsoever.

5. RESIGNATION OF MEMBERS. Any lay Member may resign from the Membership by delivering a written resignation to the President or Secretary of the Corporation.

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ARTICLE IV MEETINGS OF MEMBERS

1. CALL OF MEETINGS-GENERAL. The Members may fix the time and place for meetings and the same shall thereafter be held without further notice. Notice of any meeting may be waived in writing, and the actual presence of any Member at any meeting shall constitute waiver of any notice above provided as to such Member.

2. ANNUAL MEETINGS. There shall be an Annual Meeting of the Corporation to be held during the month of January of each year on a date and at a location which will be determined by the Members or its Executive Committee for the purpose of appointing the two lay Members of the Corporation, appointing its officers and for the transaction of such other business as may properly come before the meeting. The Annual Meeting of the Corporation shall be considered a regular meeting of the Members for the purposes of these Bylaws.

3. NOTICE OF ANNUAL MEETINGS. Notice of the time, place, and purpose or purposes of the annual meeting shall be given to each Member either personally, by electronic transmission, confirmed telecopy, telegram, courier service, or by U.S. Postal Service mailed to the Member at the Member's address as it appears on the Corporation's books, unless such Member shall have filed with the Secretary of the Corporation a written request that notices be mailed to some other address, in which case it shall be mailed to the address designated in such request, not less than ten (10) nor more than forty (40) days before the meeting.

4. REGULAR MEETINGS. Regular meetings of the Members shall be held with notice at such place and at such frequency as the Members shall determine is necessary for the efficient operation of the Corporation's affairs.

5. SPECIAL MEETINGS. Special meetings of the Members may be called by the President, the Vice President(s), the Treasurer or any other two members, on seven days’ notice to each Member. The person or persons authorized to call special meetings of the Members may fix the place for the holding of any special meetings of the Members. If no such designation is made, the place of meeting shall be the principal office of the Corporation in the Town of City, Connecticut. Only that business which is listed as an item to be presented as part of the Agenda for the Special Meeting in the notice may conducted at the Special Meeting unless two thirds (2/3) of Members present waive that requirement and elect to conduct other business.

6. CONDUCT OF MEETINGS. At all meetings of the Members, the conduct thereof and all questions concerning decorum or parliamentary procedure shall be decided under the provisions of Robert's Rules of Order.

7. NOTICE OF SPECIAL MEETINGS. Written or oral notice of the date, time and place of all special meetings of the Members, which must also include the agenda of items to be presented at the Special Meeting, shall be given to each Member either personally, by electronic transmission, confirmed telecopy, telegram, courier service, or by U.S. Postal Service mailed to the Member at the Member's address as it appears on the Corporation's books, unless such Member shall have filed with the Secretary of the Corporation a written request that notices be mailed to

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some other address, in which case it shall be mailed to the address designated in such request at least seventy two (72) hours prior to the time/date of the meeting, provided that any one or more Members may waive such notice in writing by attendance without protest at such meeting.

8. QUORUM. Three members of the Board, one of which is a “lay member”, shall constitute a quorum. Except as otherwise provided by law or by these Bylaws, all questions shall be decided by a vote of the majority of the Members present in person at any meeting of the Members at which a quorum was present.

9. PARTICIPATION IN MEETING BY TELEPHONE. The Members may participate in a meeting of the Members by means of conference telephone or similar communications equipment enabling all Members participating in the meeting to hear one another, and participation in a meeting pursuant to this section shall constitute presence in person at such meeting except when a person participates in the meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened.

10. VOTING. At every meeting of the Members each Member shall be entitled to vote in person. Each Member of the Corporation shall be entitled to one vote.

11. REMOVAL OF MEMBER. Any “lay member” Member may be removed from office by the affirmative vote of the majority of the Members present in person at any regular or special meeting called for that purpose and at which a quorum was present, for conduct detrimental to the interests of the Corporation, for lack of sympathy with its objectives, or for refusal to render reasonable assistance in carrying out its purposes. Any such Member proposed to be removed shall be entitled to at least ten (10) days' prior notice of the meeting at which such removal is to be voted upon and shall be entitled to appear before and be heard at such meeting.

12. COMPENSATION. Members shall not receive any compensation for their services in such capacity. They may, however be reimbursed for unusual expenses which are incurred in the performance of their duties as Members.

13. MEMBERS' ACTION WITHOUT MEETING. If the Members severally or collectively consent in writing to any action taken or to be taken by the Corporation, and the number and classification of such voting Members constitutes a quorum for such action, such action shall be as valid as though it had been authorized at a meeting of the Members. The Secretary of the Corporation shall file such consent or consents with the minutes of the meetings of the Members.

14. PRESUMPTION OF ASSENT. A Member of the Corporation who is present at a meeting of the Members at which action on any corporate matter is taken shall be presumed to have assented to the action taken unless such Member votes against such action or abstains from voting in respect to such matter because of an asserted conflict of interest.

15. ADDITIONAL POWERS AND DUTIES. a. The Board may, from time to time, appoint as advisors persons whose advice, assistance, and support may be deemed helpful in determining policies and formulating programs

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for carrying out the purposes of the Corporation. b. The Board is authorized to employ such persons, attorneys, agents, and assistants of the Corporation and to pay reasonable compensation for services and expenses thereof. c. Each member of the Board shall serve in a fiduciary capacity, and shall refrain from exercising any powers in such manner as to disqualify the Corporation from federal or other income tax exemption as a qualified charitable organization or any gift from deduction as a charitable contribution, gift or bequest in computing federal income, gift, or estate tax of the donor or his estate. d. Neither the Board, any of its members individually nor members of committees appointed by the Board when acting in such capacity as agents of the Board and the Corporation, shall be liable for acts, neglects, or defaults of an employee, agent, or representative selected with reasonable care, nor for anything it may do or refrain from doing in good faith, including the following if done in good faith: errors in judgment, acts done or committed on advice of counsel, or any mistakes of fact or law. Each Member, officer, employee and agent of this Corporation shall be indemnified against judgments, fines and penalties to the full extent provided by law. To the extent permitted by applicable law and in conformity with the provisions of the Certificate of Incorporation, the personal liability of the Members to the Corporation for monetary damages for breach of duty as a Member shall be limited to an amount equal to the compensation received by the Member for serving the Corporation during the year of the violation.

ARTICLE V OFFICERS

1. TITLES, ELECTION, QUALIFICATION AND DUTIES. The Board shall consist of the following officers: a President (who shall be the Bishop of the Diocese of Bridgeport); a Vice- President (who shall be the Vicar General of the Diocese of Bridgeport); a Treasurer and Secretary (who shall be the Pastor) of the Corporation. The Board shall also appoint such other officers as the Members may from time to time deem necessary or convenient, provided that if any officer is to be a paid employee of the Corporation, such shall instead be appointed by either the Board or the Executive Committee upon such terms as it determines. The duties of the officers of the Corporation shall be such as are specified below and such as usually pertain to such offices, as well as such as may be prescribed from time to time by the Members.

2. AUTHORITY. All officers and agents of the Corporation shall have full authority to perform such duties in the management of the Corporation as may be provided in these Bylaws, or as may be determined by resolution of the Board not inconsistent with these Bylaws.

3. ELECTION AND TERM OF OFFICE. The officers of the Corporation shall be appointed by the Members at the annual meeting of the Corporation. Terms of office for “lay member” officer positions, if any, shall be one year; officers may serve for more than one term; and except as provided otherwise herein, such terms of office shall begin immediately following the annual meeting. If for any reason the appointment of officers shall not be held at such meeting, such election or appointment shall be held as soon thereafter as is convenient. Each officer shall be appointed or elected upon the affirmative vote of the Board and shall hold office until such officer's successor shall have been duly appointed and shall have qualified, unless such officer sooner dies, resigns, or is removed by the Board.

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4. REMOVAL. Any “lay member” officer or agent elected or appointed by the Board may be removed, with or without cause and without notice or hearing, by the vote of the Board whenever in its judgment the best interest of the Corporation will be served thereby. Such removal shall be without prejudice to the contract rights, if any, of the person so removed. Election or appointment of any officer shall not of itself create any contractual rights. Written notice of the removal of an officer or agent shall be delivered personally or by certified mail directly to such officer's or agent's last known address.

5. RESIGNATION. Any officer may resign at any time by giving oral or written notice to the Members or the President. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof and acceptance of such resignation shall not be necessary to make it effective.

6. VACANCIES. In case any office of the Corporation becomes vacant by death, resignation, retirement, disqualification, or any other cause, the majority of the Members then in office, may appoint an officer to fill such vacancy, and the officer so appointed shall hold office and serve until the election, appointment and qualification of a successor.

7. PRESIDENT. The President of the Corporation shall be the Bishop of the Diocese of Bridgeport. In the case of the death or other disability of the Bishop, the Administrator of the Diocese shall be the President. At all meetings of the Members and at all meetings of committees for which no other chairperson has been designated by the Board, the President shall preside and shall perform such other duties and have such other authority and powers as the Board may from time to time prescribe. The President shall appoint such committees as are not otherwise provided for herein; shall recommend chair-people of all committees and committee membership; and shall be an ex-officio member of all standing committees.

8. VICE PRESIDENT(S). The Vice President(s) of the Corporation shall be the Vicar(s) General of the Diocese of Bridgeport. In the absence of the President or in the event of death or inability to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice President(s) shall perform such other duties as from time to time may be assigned by the Board.

9. TREASURER. The Treasurer shall be the Pastor of the Corporation. Subject to such supervisory powers, if any, as may be given by the Board or these Bylaws to the President or Vice President(s), the Treasurer shall be the Chief Operating Officer of the Corporation and shall be in charge of the day-to-day management of the Corporation, and shall have such other powers and duties as may be prescribed by the Board or these Bylaws, including without limitation, the specific power to sign any documents in the name of and on behalf of the Corporation. Within this authority and in the course of its duties, the Treasurer shall: a. have all the powers and functions of the President during the absence, disability, or refusal to act, of the President and the Vice President(s); b. have general control of the business and affairs of the Corporation; c. see that all orders and resolutions of the Board are carried into effect and that the requirements of the Diocesan Parish Finance Manual are adhered to;

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d. supervise, subject to the direction of the Board, all of the agents and employees of the Corporation; and e. the Treasurer, or its designee from time to time, shall have the custody of all funds, property, and securities of the Corporation, subject to such regulations as may be imposed by the Members; shall not be required to give bond for the faithful performance of duties; when necessary or proper, may endorse on behalf of the Corporation for collection checks, notes and other obligations, and shall deposit the same to the credit of the Corporation at such bank or banks or depository as the Members may designate; shall sign all receipts and vouchers and, together with such other officer or officers, if any, as shall be designated by the Members, shall sign all checks of the Corporation and all bills of exchange and promissory notes issued by the Corporation, except in cases where the signing and execution thereof shall be expressly designated by the Members or by these Bylaws to some other officer or agent of the Corporation. The Treasurer shall make such payments as may be necessary or proper to be made on behalf of the Corporation; shall enter regularly on the books of the Corporation to be kept for the purpose full and accurate account of all moneys and obligations received and paid or incurred for or on account of the Corporation. The Treasurer shall, in general, perform all the duties incident to the office of Treasurer, subject to the control of the Members, and shall perform all of the duties as from time to time may be assigned by the Board.

10. SECRETARY. The Secretary, or its designee from time to time, shall have charge of such books, documents, and papers as the Members may determine; shall have the custody of the corporate seal; shall attend and keep the minutes of all the meetings of the Members of the Corporation; shall keep a record, containing the names, alphabetically arranged, of all persons who are Members of the Corporation, showing their places of residence, and such book shall be open for inspection as prescribed by law. The Secretary may sign with the Treasurer in the name and on behalf of the Corporation any contracts or agreements authorized by the Members, and when so authorized or ordered by the Members, and shall do and perform such other duties as may be assigned by the Members.

ARTICLE VI AGENTS AND REPRESENTATIVES

The Members may appoint such agents and representatives of the Corporation with such powers and to perform such acts or duties on behalf of the Corporation as the Members may see fit, so far as may be consistent with these Bylaws, to the extent authorized or permitted by law. Specifically included within the definition of agents and/or representatives of the Corporation for such purposes are all members of committees of the Members or of the Corporation when acting in such capacity.

ARTICLE VII CONTRACTS

The Members, except as in these Bylaws or by resolution of the Board otherwise provided, may authorize any officer or agent to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to a specific instance; and unless so authorized by the Members, no officer, agent or employee shall have any power or authority to bind the Corporation by any contract or engagement, or to pledge

Page 7 of 15 its credit, or render it liable pecuniarily for any purpose or to any amount.

ARTICLE VIII SEAL

The corporate seal shall be in such form as the Members shall prescribe.

ARTICLE IX FISCAL YEAR

The fiscal year of the Corporation shall begin on the first day of July of each year.

ARTICLE X COMMITTEES-GENERAL

1. CREATION. The Members by resolution adopted by the affirmative vote of Members holding a majority of the number of Memberships may, at a meeting at which a quorum is present, designate an Executive Committee, a Parish Pastoral Council, a Parish Finance Council and one or more other committees, each of which, to the extent provided in such resolution, shall consist of at least one (1) Member and shall have and may exercise all of the authority of the Members as shall be provided in such resolution. The designation of any such committee and the delegation thereto of authority shall not operate to relieve the Board, or any member thereof, of any responsibility imposed by law. With the exception of the Executive Committee, Committees may include members of the community who are not members of the Corporation.

2. TERM; REMOVAL; RESIGNATION. Each member of a committee shall serve at the pleasure of the Board and may be removed by the Board whenever in its judgment the best interest of the Corporation will be served thereby. Any member of a committee may resign at any time by giving written notice to the Board and such resignation shall take effect upon receipt thereof, unless otherwise specified therein, and acceptance of such resignation shall not be necessary to make it effective.

3. CHANGE OF NUMBER. The number of committee members may be increased or decreased from time to time by resolution adopted by a majority of the Board.

4. VACANCIES. Vacancies in the membership of any committee may be filled by appointment by the Board in the same manner provided for the original designation and such appointee shall hold office for the unexpired term of such predecessor.

5. CHAIRPERSON. One member of each committee shall be appointed chairperson of such committee by the Board.

6. MEETINGS. The time, place and notice (if any) of committee meetings shall be determined by each committee.

7. QUORUM. Unless otherwise provided herein or in the resolution of the Board designating

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a committee, a majority of the committee shall constitute a quorum, and the act of a majority of the members present in person at any meeting of the committee at which a quorum was present shall be the act of the committee. If a quorum is not present at a meeting of a committee, the members present may adjourn the meeting from time to time, without notice other than an announcement at the meeting, until a quorum is present.

8. CONDUCT OF MEETINGS. Each committee shall appoint a secretary to record the minutes of its meetings and may adopt rules for its own governance not inconsistent with the law, these Bylaws, or with rules adopted for such committee by the Board. Each committee shall keep regular minutes of its proceedings and report the same to the Board when required. At all meetings of committees, the conduct thereof and all questions concerning decorum or parliamentary procedure shall be decided by the then acting chairperson thereof under the provisions of Robert's Rules of Order.

9. PARTICIPATION IN MEETING BY TELEPHONE. A committee member may participate in a meeting of the committee by means of conference telephone or similar communications equipment enabling all members participating in the meeting to hear one another, and participation in a meeting pursuant to this section shall constitute presence in person at such meeting except when a person participates in the meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened. ARTICLE XI EXECUTIVE COMMITTEE

1. MEMBERSHIP. The Executive Committee shall consist of not less than three (3) members of the Members and shall include the Pastor and the two (2) “lay members”. The Pastor shall be the Chair of the Committee.

2. PURPOSE AND POWERS. During the intervals between meetings of the Members, the Executive Committee shall possess and may exercise all the power of the Members in the management of the affairs of the Corporation, provided any action taken shall not conflict with the policies and expressed wishes of the Members.

3. CONDUCT OF MEETINGS. Minutes of all meetings of the Committee shall be recorded and presented to the members of the Members at the next meeting of the Board succeeding a meeting of the Committee. At all meetings of the committee, the conduct thereof and all questions concerning decorum or parliamentary procedure shall be decided under the provisions of Robert's Rules of Order.

4. QUORUM. Meetings of the Committee shall be held at such time and place as may be determined by the Committee. At all duly convened meetings thereof, a majority of the committee shall constitute a quorum, and the act of a majority of the entire committee at which a quorum was present shall be the act of the committee. If a quorum is not present at a meeting of a committee, the members present may adjourn the meeting from time to time, without notice other than an announcement at the meeting, until a quorum is present.

5. NOTICE OF MEETINGS. Written or oral notice of the date, time and place of all

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meetings of the Executive Committee shall be given to each Member either personally, by electronic transmission, confirmed telecopy, telegram or courier service at least two (2) days prior to the date of the meeting, provided that any one or more Members may waive such notice in writing and/or by attendance without protest at such meeting.

6. PARTICIPATION IN MEETING BY TELEPHONE. In the event of an emergency, as declared and recognized as such by a majority of the entire committee, the members may participate in a meeting of the Executive Committee by means of conference telephone or similar communications equipment enabling all members participating in the meeting to hear one another, and participation in a meeting pursuant to this section shall constitute presence in person at such meeting except when a person participates in the meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened. ARTICLE XII PARISH PASTORAL COUNCIL

1. MEMBERSHIP. The Parish Pastoral Council shall consist of the Pastor (ex officio), the two “lay members” of the Members (ex officio) and no fewer than three (3) reputable and practicing members of the Parish, including but not limited to Parish clergy (Parochial Vicars or Resident Priests, Priests in Residence and Deacons) and Religious Women who work in the Parish, as selected by the Treasurer and approved by the Board.

2. PURPOSE AND POWERS. The general function of the Parish Pastoral Council is to advise the Pastor in those pastoral matters presented to it by the Pastor. It carries out its function by: a. Informing the Pastor of the needs and concerns, gifts and resources of the whole parish and its members; b. Developing and reviewing a parish mission statement (which will always contain the name of Jesus) and periodically re-evaluating and revising it; c. Developing a parish pastoral plan; d. Participating in ongoing pastoral planning; e. Recommending policies, procedures and programs which would assist in the implementation of the mission statement and the parish pastoral plan; f. Reviewing and evaluating the effectiveness of existing programs; and, g. Reflecting on Diocesan pastoral priorities and recommending how they can be implemented in the parish.

3. CONDUCT OF MEETINGS. Minutes of all meetings of the Council shall be recorded and presented to the members of the Members at the next meeting of the Board succeeding a meeting of the Council. At all meetings of the Council, the conduct thereof and all questions concerning decorum or parliamentary procedure shall be decided under the provisions of Robert's Rules of Order.

4. QUORUM. Meetings of the Council shall be held at such time and place as may be determined by the Council. At all duly convened meetings thereof, a majority of the Council shall constitute a quorum, and the act of a majority of the entire Council at which a quorum was present shall be the act of the Council. If a quorum is not present at a meeting of the Council, the members

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present may adjourn the meeting from time to time, without notice other than an announcement at the meeting, until a quorum is present.

5. NOTICE OF MEETINGS. Written or oral notice of the date, time and place of all meetings of the Council shall be given to each member thereof either personally, by electronic transmission, confirmed telecopy, telegram or courier service at least seven (7) days prior to the date of the meeting, provided that any one or more members may waive such notice in writing and/or by attendance without protest at such meeting.

6. PARTICIPATION IN MEETING BY TELEPHONE. The members may participate in a meeting of the Council by means of conference telephone or similar communications equipment enabling all members participating in the meeting to hear one another, and participation in a meeting pursuant to this section shall constitute presence in person at such meeting except when a person participates in the meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened.

ARTICLE XIII PARISH FINANCE COUNCIL

1. MEMBERSHIP. The Parish Finance Council shall consist of the Treasurer (ex officio), the two “lay members” of the Members (ex officio) and no fewer than three (3) reputable and practicing members of the Parish who are knowledgeable and skilled in financial matters and known for their prudent judgment as selected by the President and approved by the Board. The Parish Business Manager/Accountant/Bookkeeper shall not be a member of the Parish Finance Council; members of the Parish Finance Council may not be related to each other, to the Pastor, to any associate Priests or Deacons assigned to the Parish, nor to any employee of the Parish. The Treasurer shall preside over the meetings of the Parish Finance Council and shall appoint a Chairperson of the Council to assist the Treasurer in coordinating the work of the Council and such other duties as may be assigned.

2. PURPOSE AND POWERS. The Council shall assist the Treasurer in complying with the requirements specified in the Parish Administration & Finance Manual of the Diocese of Bridgeport, as amended, including formulating the financial policies of the Corporation. It shall review the Corporation’s financial planning, review and recommend to the Treasurer its approval of the annual operating and capital budgets of the Corporation and monitor current revenues and expenditures for consistency with the budgets. It shall review and recommend its approval to the Treasurer regarding expenditures not provided for in the approved operating or capital budgets. It shall review and recommend to the Treasurer its approval for the purchase and sale of property held or used for Corporation purposes, and shall assist the Treasurer regarding arrangements for the management of such property.

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ARTICLE XIV EMERGENCY POWERS

1. EXISTENCE OF EMERGENCY. An emergency exists for purposes of this section if a quorum of the Corporation's Members cannot readily be assembled in person or by telephone, email or other electronic media or the offices of the Corporation cannot be used because of some catastrophic event, whether man-made or due to natural causes.

2. EMERGENCY POWERS. In anticipation of or during an emergency as hereinabove defined, the Members of the Corporation may: a. modify lines of succession to accommodate the incapacity of any Member, officer, employee or agent; and b. relocate the principal office, designate alternative principal offices or authorize the officers to do so.

3. EMERGENCY PROCEDURES. During an emergency as hereinabove defined: a. notice of a meeting of the Members need be given only to those Members whom it is practicable to reach and may be given in any practicable manner, including by phone, email, or other electronic media, as well as by publication and radio; b. the members of the Board present in an emergency meeting shall constitute a quorum; and c. one or more officers or other specifically designated employees of the Corporation who are not members of the Members who are present at a meeting of the Members may be deemed to be Members for the meeting, in order of rank and within the same rank in order of seniority, as necessary to achieve a quorum.

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4. EMERGENCY CONDUCT. During an emergency as hereinabove defined, the Corporation shall have the power to conduct any lawful affairs in aid thereof, notwithstanding the activities or purposes set forth in its certificate of incorporation and Bylaws, at the request or direction of any apparently authorized governmental authority.

5. COORDINATION WITH NON-EMERGENCY POWERS. All provisions of these Bylaws and certificate of incorporation consistent with these emergency provisions remain effective during the emergency. These emergency provisions shall continue only until communication with a majority of members of the Members can be reinstituted by telephone, email or other electronic means.

6. EFFECT OF ACTION UNDER EMERGENCY PROVISIONS. Action taken in good faith in accordance with these emergency provisions shall bind the Corporation and may not be used to impose liability on and Member, Officer, employee or agent.

ARTICLE XV AMENDMENT OF BYLAWS.

These Bylaws or any part of them may be altered, amended, added to or repealed by majority vote of the Members.

ARTICLE XVI PROHIBITION AGAINST SHARING IN CORPORATE EARNINGS

No Member or officer or person connected with the Corporation, or any other private individual shall receive at any time any of the net earnings or pecuniary profit from the operations of this corporation, provided that this shall not prevent the payment to any such person of reasonable compensation for services rendered to or on behalf of the Corporation or for reimbursement of expenses as may be permitted otherwise hereunder; and no such person or persons shall be entitled to share in the distribution of any of the corporate assets upon the dissolution of the Corporation. All Members of the Corporation shall be deemed to have expressly consented and agreed that upon such dissolution or winding up of the affairs of the Corporation, after all debts have been satisfied, any assets then remaining in the hands of the Members shall be distributed, transferred, conveyed, delivered, and paid over, in such amounts as the Members may determine or as may be determined by a court of competent jurisdiction upon application of the Members, exclusively to charitable, religious, scientific, testing for public safety, literary, or educational organizations which would then qualify under the provisions of Section 501(c)(3) of the Internal Revenue Code of 1986 and its Regulations as they now exist or as they may hereafter be amended.

ARTICLE XVII INVESTMENTS

The Corporation shall have the right to retain all or any part of any securities or property acquired by it in whatever manner, and to invest and reinvest any funds held by it, according to the judgment of the Members without being restricted to the class of investments which a Member is or may

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hereafter be permitted by law to make or any similar restriction, provided, however, that no action shall be taken by or on behalf of the Corporation if such action is a prohibited transaction or would result in the denial of the tax exemption under Section 503 or Section 507 of the Internal Revenue Code of 1986 and its Regulations as they now exist or as they may hereafter be amended.

ARTICLE XVIII EXEMPT ACTIVITIES

Notwithstanding any other provision of these Bylaws, no Member, officer, employee or representative of this corporation shall take any action or carry on any activity by or on behalf of the Corporation not permitted to be taken or carried on by an organization exempt under Section 501(c)(3) of the Internal Revenue Code of 1986 and its Regulations as they now exist or as they may hereafter be amended, or by an organization contributions to which are deductible under Section 170(c)(2) of such Code and Regulations as they now exist or as they may hereafter be amended.

ARTICLE XIX INDEMNIFICATION

The Corporation shall indemnify its Members and officers to the fullest extent permitted by law. In such connection, the Board may advance funds for the payment of legal expenses to a Member or officer in the defense of any claim for which indemnification may be available to the fullest extent permitted by law.

ARTICLE XX GENERAL PROVISIONS

1. NOTICES; WAIVER. Notices delivered personally, by confirmed telecopy or other electronic transmission, or by courier service shall be deemed to be delivered upon actual receipt. Mailed notices shall be deemed to be delivered when deposited in the United States mail, with postage thereon prepaid. Notices given by telegram shall be deemed to be delivered when the telegram is delivered to the telegraph company. Whenever any notice is required to be given to any Member, officer, council or committee member, a waiver thereof in writing signed by the Member, officer, council or committee member entitled to such notice, whether before or after the time stated therein, shall be equivalent to the giving of such notice to such person.

2. CONSTRUCTION. Whenever the context of these Bylaws so require, the masculine shall include the feminine and neuter, and the singular shall include the plural, and conversely. If any portion of these Bylaws shall be invalid or inoperative, then, so far as reasonable and possible: a. The remainder of these Bylaws shall be considered valid and operative; and b. Effect shall be given to the intent manifested by the portion held invalid or inoperative.

3. HEADINGS. The headings are for organization, convenience and clarity. In interpreting these Bylaws, they shall be subordinated in importance to the other written material.

Page 14 of 15

4. INCONSISTENCIES WITH CERTIFICATE OF INCORPORATION. If any provision of these Bylaws shall be found to be inconsistent with any provision of the certificate of incorporation, as now existing, or as from time to time amended hereafter, the provisions of the certificate of incorporation shall prevail.

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FACILITIES AND OPERATIONS

Section 8

DIOCESE OF BRIDGEPORT

Coverage Program Reference Guide

February 2021

Catholic Mutual Group

Serving the temporal needs of the church since 1889

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TABLE OF CONTENTS

I. Catholic Mutual Group Overview...... Page 3 I. Services Service Team...... Page 4 II. Coverage Program Property...... Page 6 Crime...... Page 14 Liability...... Page 15 Priests’ Personal...... Page 21 Equipment Breakdown...... Page 22 Claims Reporting Instructions...... Page 23 Third-Party Special Events ………...... Page 25 III. Other Cyber Liability………………………………………………………………………………………. Page 27 Cyber Buy-Up Enhancements…………...... Page 29 Elementary Student Accident Coverage………………………………………………..Page 30

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SECTION I: CATHOLIC MUTUAL GROUP OVERVIEW

Catholic Mutual Relief Society of America was founded on February 1, 1889 by a group of

Midwestern Catholic bishops to provide financial protection from fire and other causes of

loss to Catholic owned property.

Today Catholic Mutual provides property, casualty and employee benefit programs for 134

arch/dioceses and over 200 religious institutions throughout the United States and Canada.

The Catholic Mutual Relief Society (CMRS) is a 501(c)(3) non-profit, tax-exempt organization,

and only Roman Catholic Church institutions in North America and its Territorial Sees are

eligible for membership in the Society. CMRS is a self-insurance fund of the Catholic Church,

not an insurance company.

CMRS is listed in The Official Catholic Directory under “National Organizations with Individual

I.R.S. Rulings”.

Catholic Mutual’s Board of Trustees is composed of 25 Cardinals, Archbishops, and Bishops.

The Chairman is the Most Reverend George J. Lucas of the Archdiocese of Omaha.

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SECTION II: SERVICES SERVICE TEAM CONTACT INFORMATION

Service Office:

Catholic Mutual Group (203) 371-8471 (office) 238 Jewett Avenue (203) 371-6139 (fax) Bridgeport, CT 06606

Robin Holtsclaw, Operations Manager 860-214-1938 (cell) Email: [email protected]

Dominic Del Corso, Assistant Claims/ Risk Manager 914-213-2744 (cell) Email: [email protected]

Lisa Jones, Senior Service Office Assistant Email: [email protected]

Home Office:

Catholic Mutual Group (800) 228-6108 (toll free) 10843 Old Mill Road (402) 551-2943 (fax) Omaha, NE 68154-2600

Julie Allen, Senior Account Manager 402-514-2329 (direct) Email: [email protected]

Sarah Thomas, Support Specialist 402-514-2330 (direct) Email: [email protected]

Website: www.catholicmutual.org Login: 0319bri Password: service

Risk Management Training Platform: https://bridgeport.cmgconnect.org/

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SERVICE TEAM

Catholic Mutual’s Bridgeport Service Office is dedicated to providing quality services and management excellence to the Diocese of Bridgeport in all areas of coverage, claims, and risk management. The Service Office works in close harmony with the Diocese and to further and support its Catholic Mission and acting as the primary liaison between them and the

Home Office.

We can assist in day to day services including:

• Claim handling for property and liability

• Claim handling for auto physical damage

• Risk Management Inspections

• Certificates of Coverage

• Contract Review

• Coverage Questions

• Property Schedule Changes

• Appraisal Assistance

• Coverage Seminars

• Risk Management Seminars/Trainings

• Special Events Coverage

• Valuation Reviews

• Website Customization

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SECTION III: COVERAGE PROGRAM DIOCESE OF BRIDGEPORT

This summary has been prepared to give each pastor, pastoral administrator, principal,

institutional director, or administrator in the Diocese of Bridgeport a guide to the coverage

which protects the property under the control of the Bishop. As used in this summary,

references to the term “parish” are applicable to any parish, school, or other entity of the

Diocese of Bridgeport which is covered under this program. The following information is

presented to furnish you with a quick reference to answer basic questions about what is

covered and who to contact in case of a loss. We have tried to mention as many of the

important provisions which relate to losses that are covered and those which are excluded

or not covered as is possible within the confines of a brief guide.

This information is a summary of the coverages and limitations intended only to highlight

and is not intended to detail all the provisions contained therein. Specific extensions,

conditions, and limitations are shown on the Certificate on file at the Chancery Office. If

there is a conflict between a statement in this Summary and the actual Certificate, the terms

of the Certificate control.

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PROPERTY COVERAGE

Covers property of every kind and description (meaning all Real and Personal Property, your interest in improvements and betterments to buildings you do not own, and property you agree to protect by written contract, subject to certificate limitations.)

PERILS

Covers direct physical loss to property on an all risk basis. Some of the common causes of loss included are:

• fire

• lightning

• wind

• hail

• explosion, other than steam boiler explosion

• riot

• civil commotion – unlawful uprising of three or more people

• aircraft and vehicle damage

• smoke – must be sudden and accidental

• vandalism

• theft of property

• sewer backup (NO COINSURANCE REQUIRED FOR REPLACEMENT COST BASIS OR ACTUAL CASH

VALUE BASIS.)

DEDUCTIBLE

A deductible of $2,500 applies to each location/occurrence and will be incurred by the parish.

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PROPERTY COVERAGE

LEDGER PAGE

Each location within the Diocese has a ledger page which identifies the property covered at that location and the value on each building. The value includes contents. Any improvements and/or additions need to be reported to the Service Office to ensure the proper values are in place. Replacement cost appraisal is available upon request at the expense of the location.

BUILDER’S RISK

Automatically covers up to $10,000,000 for new construction. The earthquake peril under builders risk has a $1,000,000 limit subject to a $50,000 deductible.

NAMED STORM

Covers property damage as a result of a storm system that has been declared to be a Named

Storm by the National Hurricane Center (NHC) of the National Weather Service.

FLOOD

Covers property damage by flood, as specifically defined in the Certificate.

EARTHQUAKE

Covers losses resulting from earthquake or volcanic eruption, explosion or effusion up to a limit listed in the certificate. A 5% per building deductible applies based on the value listed on the ledger page at the time of the loss.

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PROPERTY COVERAGE

AUTOMATIC COVERAGE

Covers newly acquired real property and the contents of the newly acquired real property up to $10,000,000 used solely for church-related activities. However, Catholic Mutual should be notified immediately upon acquisition.

PERSONAL PROPERTY OF OTHERS

Coverage up to $50,000 for property of others used for your specific benefit and for the personal property of your employees damaged. Coverage is excess to other valid and collectible insurance.

PROPERTY IN THE OPEN

Covers up to $100,000 for property in the open such as shrines, playground equipment, flagpoles, fences, bleachers, statues, signs and light poles.

TREES, SHRUBS, PLANTS

$50,000 per occurrence, limited to losses caused by fire, lightning, explosion, riot, civil commotion, or aircraft. This coverage also includes debris removal.

RELIGIOUS ADDITIONAL EXPENSES

We will pay up to $25,000 per occurrence for additional living expenses of each Religious, if such loss is the result of a covered peril.

PRESERVATION OF PROPERTY

We will pay for direct physical loss or damage to covered property while it is being moved from a Covered Location or stored at another location due to the need to preserve said property.

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PROPERTY COVERAGE

DEBRIS REMOVAL

Covers up to $50,000 in additional coverage expenses (above the Limit of Coverage provided for covered property) incurred in the removal of debris of the property covered which may be occasioned by loss of a covered peril, not exceeding the limit shown in the

Supplementary Declarations.

FIRE DEPARTMENT SERVICE CHARGE

We will pay up to $10,000 for fire department service charges when the fire department is called to save or protect a Covered Location from a covered peril; assumed by contract or written agreement prior to loss; or required by local ordinance or law.

FIRE EQUIPMENT RECHARGE

We will pay the cost, up to $10,000 to refill your fire protection equipment if they accidentally discharge or discharge as intended to control a covered loss.

APPRAISAL OR INVENTORY

We will pay for reasonable expenses, up to $10,000 for the taking of inventory and appraisals incurred by you at our request to assist in determination of loss amount.

LOCK & KEY REPLACEMENT

We will pay up to $5,000 for necessary replacement of locks and keys following burglary, robbery or mysterious disappearance of keys.

POLLUTANT CLEAN-UP

We will pay your expenses, up to $25,000 to extract pollutants from land or water at a

Covered Location if the release, discharge or dispersal of the pollutants is caused or results from a Covered Peril that occurs during the Certificate Period. The expenses will be paid only if they are reported to us in writing within 180 days or the earlier of:

1) The date of direct physical loss or damage; or

2) The end of the Certificate Period.

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PROPERTY COVERAGE

ORDINANCE OR LAW

Coverage for the demolition of the undamaged and damaged portions and the increased cost of reconstructing in conformity with requirements of building laws following a loss by a covered peril. Coverage only applies for buildings on a Replacement Cost (RC) basis. Limit of

$1,000,000 per occurrence/annual aggregate applies.

LOSS OF INCOME

Covers your actual business loss and necessary expenses incurred to resume normal business operations following a loss from a covered peril up to 18 consecutive months. A

$1,000,000 per location/ $10,000,000 annual aggregate.

MOBILE EQUIPMENT

Coverage for physical loss or damage to mobile equipment as a result of a covered peril.

These items are covered on an actual cash value basis.

VALUABLE PAPER AND RECORDS

Automatic coverage of $5,000 for the reasonable cost and expense necessary to restore or replace books of account and other valuable records damaged as a result of a covered peril.

It is recommended that such books of account be kept in fireproof storage, and copies of computer backup are stored off-site.

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PROPERTY COVERAGE

ACCOUNTS RECEIVABLE

Automatic coverage of $5,000 for costs you incur as a result of a direct physical loss or damage of your records of accounts receivable damaged as a result of a covered peril.

FINE ARTS

Fine Arts are covered on a replacement cost basis up to the first $100,000.

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EXCLUSIONS AND LIMITATIONS

Under the property portion of the program there are certain exclusions that apply.

They are shown on the certificate forms and include the following:

• Buildings and contents losses from settling, shrinkage, or expansion in foundations, walls, floors, or ceilings. • Losses from wear and tear, inherent defect, deterioration, vermin or termites, corrosion, and all other losses of a degenerative nature. • War risk losses. • Nuclear damage losses. • Mechanical or electrical breakdown (except that which is covered under the Equipment Breakdown Coverage), including electrical currents artificially generated unless loss by fire or explosion ensues, then the Society shall be liable only for the ensuing loss. • Animals and pets; aircraft; watercraft, automobiles; trailers; semi-trailers or any self- propelled vehicles or machines, except motorized equipment not licensed for use on public thoroughfares and operated principally on the premises of the protected person. • The cost of excavations, grading or filling; foundations of buildings; machinery, boilers or engines whose foundations are below the undersurface of the lowest basement floor; underground pilings, piers, wharves or docks, pipes, flues and drains. • Growing crops and lawns • Unexplained inventory shortages or property losses as a result of any willful or dishonest act by the protected person, or its agents or employees. • Pollution • Asbestos • Terrorism • Losses caused by mold that arises naturally due to high relative humidity, lack of ventilation, etc. However, if a covered loss occurs and mold develops “because of the covered loss”, we will cover the mold damage and compliance testing. • Losses caused by neglect to use all reasonable means to save covered property at and after the time of loss.

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CRIME COVERAGE

EMPLOYEE FIDELITY

Protects against the economic loss of dishonest acts of employees. Limited to

$250,000 unless otherwise noted.

THEFT

Covers money, securities, fine arts, and other property not otherwise covered.

Limited to $250,000.

DEPOSITOR’S FORGERY

Covered losses by forgery or alteration of checks, drafts, promissory notes, and bills

of exchange. Limited to $250,000.

COMPUTER FRAUD & FUNDS TRANSFER

Protects against loss resulting directly from fraudulent funds transfer. Limited to

$250,000 and is excess of Cyber Liability coverage.

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LIABILITY COVERAGE

PREMISES PUBLIC LIABILITY COVERAGE

Each parish, mission, educational, charitable, and religious institution under the control of the Bishop is covered for Public Liability. This protects the Diocese of Bridgeport the parish, and any clergyman, religious, employee, parish trustee, or director while acting in the scope of his or her duties and any authorized person while working in the capacity of an agent and/or volunteer, provided that such person is operating within the scope of the duties delegated to such person. The liability coverage also extends to protect any church organization authorized and controlled by the parish or Diocese. Please note, coverage does not extend to long term care facilities services.

The Liability portion of the coverage program provides Liability coverage for claims arising out of bodily injury, property damage, personal injury and advertising injury. “Personal

Injury” extends to cover such things as false arrest, libel, slander and defamation of character, violation of right of privacy, wrongful eviction, discrimination, shock, and mental anguish. “Personal Injury” does not cover liability due to violation of penal statute, liability assumed under a contract, violation of antitrust laws, or employment related claims.

FAULT DOCTRINE

The Diocese is not obligated to pay personal injury or property damage claims UNLESS THE

DIOCESE IS GUILTY OF NEGLIGENCE IN CAUSING THE INJURY OR DAMAGE. There are no direct benefits available to injured individuals under Premises Public Liability Coverage if the

Diocese is not negligent (other than Medical Payments benefits).

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LIABILITY COVERAGE

MEDICAL PAYMENTS

Medical expenses resulting from injuries sustained on Diocesan owned property, without weighing the question of the Diocese legal obligation, are covered on an excess basis up to a

$5,000 limit. We reserve the right to require the injured party submit to examination, at our expense, by physicians of our choice.

The Medical Payments feature of your program has certain exclusions and limitations, and it is important that you understand them. Four of the most important are:

1. It does not cover work-incurred injuries to employees. This coverage should be provided by Workers’ Compensation insurance. 2. Students are excluded. This exclusion pertains to Medical Payments coverage only. If a student is injured and a claim is made against the Diocese, you are protected under the regular Premises Liability Coverage. 3. It does not cover injuries resulting from athletic activities. 4. It does not cover any tenant or other person regularly residing on the premises.

ATHLETIC ACTIVITIES

Liability protection is provided for claims resulting from athletic activities. This applies whether or not such athletic activities take place on or off the premises.

PARISH SPONSORED ACTIVITIES

Coverage automatically extends to cover the Parish for events such as carnivals, bazaars, parties, and picnics sponsored by the Parish whether on or off the premises without additional charge. (Animal rides, carnival rides, or other mechanized rides or equipment should be approved by Catholic Mutual prior to the event.) The Diocesan contract review policy should be implemented with regard to vendors providing services for special events for the parish to be sure there is adequate coverage to protect all parties. This policy requires you to obtain insurance from a vendor which names the Diocese and Parish as additional insured.

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LIABILITY COVERAGE

PREMISES

“Premises” is defined as the area within the confines of the parish property and is extended to other locations away from the parish for occasional parish-related functions.

PRODUCTS

Protection is provided for liability claims arising out of the consumption or use of food or merchandise, both on and off the premises.

OWNER’S PROTECTIVE

This feature provides automatic liability coverage for the additional exposure to accidents as a result of new construction or major remodeling projects; however, all projects of this type should be reported to Catholic Mutual as soon as they begin.

TEACHER’S LIABILITY

All teachers on assignment are covered for their liability arising out of their teaching activities.

AUTOMATIC COVERAGE

Coverage extends to newly acquired premises to be used for parish-related purposes; however, Catholic Mutual should be notified immediately upon acquisition.

DIRECTORS AND OFFICERS

Covers all educational, charitable, and religious institutions boards operated and controlled by the Diocese.

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LIABILITY COVERAGE

LIQUOR LIABILITY

Covers claims resulting from occurrences arising out of the sale or dispensing of liquor by a parish or a Diocesan institution at scheduled social functions which are an integral part of the parochial or Diocesan activities.

WATERCRAFT

Covers non-owned watercraft up to 50 feet in length, motor powered watercraft of 25 horsepower or less, and/or sailing vessels 26 feet or less. This coverage does not protect the owner or provide physical damage coverage to the watercraft.

CARE, CUSTODY, OR CONTROL

Protects you from liability arising out of your use of personal property you do not own, but which is in your care, custody, or control for the benefit and use of your Diocese/location.

Coverage is limited to $250,000.

NON-OWNED/EXCESS AUTO

Excess auto coverage is provided to clergy, religious, volunteers, and employees above their own coverage or the State financial responsibility limit while using their own automobile as an agent of the Diocese and while acting in the scope of his/her duties. This extension of coverage is limited to $500,000 and does not apply until the clergy, religious, volunteers or employees own coverage is exhausted.

COUNSELING ERRORS & OMISSIONS

Provides coverage for counseling activities performed in conjunction with church ministries.

Coverage extends to social workers, psychologists and clinical psychologists, but does not extend to other medical professional services rendered by a physician or other licensed medical professional who may prescribe medications. Coverage also does not extend to

Professional Services, including but not limited to: legal, engineering, surveying, architectural, financial advisory, scientific or other similar services.

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LIABILITY COVERAGE

INCIDENTAL MEDICAL MALPRACTICE INJURY

Protects the Diocese, parish, or agency for injury arising out of the rendering of medical screening or nursing services provided on your behalf; the furnishing/dispensing of drugs; and the providing of emergency medical/dental (or other related services) if not provided by the Diocese, parish or agency.

This protection does not apply to any Medical Professional for their personal acts or omissions of a professional nature. Medical Professionals include but are not limited to: physicians, psychiatrists, physician assistants, pharmacists, nurse practitioners, advanced registered nurse practitioners, nurse midwives, paramedic/emergency medical technicians, dentists, any individual licensed to prescribe medication or admit to hospitals, etc. However, parish and school nurses (R.N.’s) are protected for their personal acts of a professional nature so long as they are acting within the scope of their training and duties.

EMPLOYEE BENEFIT LIABILITY

Coverage provided for errors and omissions arising out of the administration of an employee benefit program.

CEMETERY ERRORS AND OMISSIONS

Provides coverage for any alleged negligent act, error, or omission in conjunction with cemetery operations.

FIRE LEGAL LIABILITY

Protects the Diocese for its legal obligation for property damage to structures rented to or occupied by Diocesan entities.

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LIABILITY COVERAGE

EXCESS EMPLOYERS LIABILITY

Provides protection from liability for damages related to workers’ injury related claims against their employer. This coverage is excess to the employer’s liability coverage which is part of your workers’ compensation policy.

EMPLOYMENT PRACTICES LIABILITY PROTECTION

Coverage provided for the actual or alleged discrimination against an employee or an applicant for employment and the actual or alleged wrongful employment termination against an employee, provided that prior to such termination or discharge you have sought and followed the advice of a qualified attorney or the Director of Human Resource for the

Diocese of Bridgeport. The covered location incurs a 20% deductible up to a $25,000 limit, including expenses.

LIMITED SEXUAL MISCONDUCT

Protects the Diocese for its legal obligation to pay as the result of a sexual misconduct claim.

Failure to report an incident may nullify coverage. Deductible may apply as per the certificate.

LIMITED MOLD COVERAGE

Coverage provided for damages because of bodily injury or property damage caused by the actual, alleged, or threatened inhalation of ingestion of, contact, with exposure to, existence of or presence of any mold on or within a building structure, including contents. Coverage is limited to $250,000 per claimant subject to $10,000 deductible.

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PRIESTS’ PERSONAL COVERAGE

PRIEST/RELIGIOUS PERSONAL PROPERTY

Covers personal property of priests and religious who are on assignment at covered location for loss resulting from a covered peril. Coverage is afforded on a replacement cost basis up to limit of $25,000. Specific limitations apply for loss of money, including numismatic property, etc. A deductible of $100 applies per occurrence.

Additional coverage is available on an individual basis through Catholic Mutual for an additional charge.

COMPREHENSIVE PERSONAL LIABILITY

Covers each priest or religious on assignment for his or her negligent personal acts up to $300,000 per occurrence. This coverage does not include auto liability.

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EQUIPMENT BREAKDOWN

Diocesan comprehensive coverage applying to loss arising out of any sudden and accidental breakdown of any boiler, fired or unfired vessel, refrigeration system, piping and accessory equipment, mechanical or electrical machine or apparatus which generates, controls, transmits, transforms or utilizes mechanical or electrical power.

Coverage is provided for repair on a replacement cost basis. A deductible of $2,500 per occurrence for direct loss.

Coverage Includes:

• Property Damage: Included in Total Limit per One Breakdown • Loss of Income: Included in Total Limit per One Breakdown • Extra Expense: Included in Total Limit per One Breakdown • Spoilage: $1,000,000 Limit • Utility Interruption: Property Damage & Time Element, both have a 12 hour waiting period and are included in Property Damage & Extra Expense Limit • Accounts Receivable: Follows Property • Electronic Data Processing Equipment: Included • Expediting Expenses: $1,000,000 Limit • Extended Loss of Income and Extra Expense: 30 days • Fungus, Wet Rot and Dry Rot Coverage: Property Damage - $25,000; Loss of Income or Expense – 30 days • Green Alternatives – 5% of Property Damage, plus 5% of Loss of Income and Extra Expense • Pollutant Clean Up: $1,000,000 limit • Newly Acquired Locations: Automatically covered for up to 365 days • Off Premises Equipment: $25,000 • Ordinance or Law Coverages: $1,000,000 combined limit for Loss in Value; Demolition Cost & Increased Costs • Power Generating Equipment: Included in Total Limit per One Breakdown • Refrigerant Contamination: $1,000,000 • Water Damage: $25,000

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CLAIMS REPORTING INSTRUCTIONS

PROPERTY

If you have a property damage loss, take whatever means are necessary to protect the property from further damage. If contents are involved, separate the damaged articles from the undamaged. If buildings are open to the elements, arrange for temporary protection.

You will be reimbursed for this expense. CONTACT CATHOLIC MUTUAL AS SOON AS

POSSIBLE.

AUTO

Physical damage claims (comprehensive/collision damage to for Diocesan and Parish owned vehicles) are administered by the Service Office.

LIABILITY

It is important that all persons understand the scope, intent, and limitations of liability coverage. Pastors and persons holding positions of authority should be extremely cautious about discussing, interpreting or assuming liability.

If someone is injured on your premises, obtain the pertinent facts and names and addresses of all witnesses. Tell the injured person that you carry liability coverage and that it will be referred to your carrier. A fair and impartial investigation will be made by an adjuster to determine the facts as to whether or not the parish is guilty of negligence. DO NOT UNDER

ANY CIRCUMSTANCES ADMIT LIABILITY or prejudge the facts. By doing so, you could be exposing the parish and the Diocese to a claim unnecessarily or to a claim which might exceed the amount of liability coverage carried. IT IS IMPORTANT THAT YOU DO NOT

DISCLOSE TO ANYONE THE LIMITS OF LIABILITY YOU ARE CARRYING.

If you should be approached by anyone other than our adjuster, do not give that person a statement or deposition; simply refer that person to our adjuster. If you are served a

Summons, refer this promptly to our adjuster, because each Summons contains a deadline.

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CLAIMS REPORTING INSTRUCTIONS

REPORT ALL CLAIMS TO: Dominic Del Corso Catholic Mutual Group 238 Jewett Avenue Bridgeport, CT 06606 [email protected] OFFICE (203) 371-8471 CELL (914) 213-2744 FAX (203) 371-6139

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THIRD PARTY SPECIAL EVENTS COVERAGE

Special Events Coverage is a mechanism, which allows the Diocese to extend liability coverage to an individual or organization using parish facilities for a non-parish sponsored event.

Special Events coverage is designed to be extended to individuals and/or organizations

(either profit or non-profit). Many individuals need this coverage for events such as private wedding receptions or family reunions. Non-profit organizations such as a charity organization may need the coverage for a pancake breakfast. A for-profit organization such as a local business may need the coverage for an employee Christmas party held on parish facilities

The Special Events Coverage provides $1,000,000 Combined Single Limit Bodily Injury,

Property Damage and Host Liquor Liability coverage per event (not per claim) to a non- parish sponsored facility user (lessee). Coverage also extends to protect the parish and

Diocese.

See the attached application form.

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CYBER LIABILITY – TOKIO MARINE (Formerly known as NAS Insurance)

Covers your exposure to loss when conducting business activities electronically. Coverage is limited to $250,000 annual aggregate.

Included in the Cyber Liability Program:

• Multimedia Liability – Coverage for third party claims alleging copyright/trademark infringement, libel/slander, advertising, plagiarism and personal injury. Covers both

online and offline media.

• Security & Privacy Liability – Coverage for third party claims alleging a network security or privacy breach. Includes coverage for both online and offline information, virus

attacks, denial of service and failure to prevent transmission of malicious code.

• Privacy Regulatory Defense and Penalties – Coverage for defense costs and fines/penalties for violations of privacy regulations.

• Privacy Breach Response Costs, Customer Notification Expenses, and Customer

Support and Credit Monitoring Expenses – Includes all reasonable legal, public

relations, advertising, IT forensic, call center, credit monitoring and postage expenses

incurred by the insured for a privacy breach response.

• Network Asset Protection – Coverage for all reasonable and necessary sums required to recover and/or replace data that is compromised, damaged, lost, erased or corrupted due

to accidental damage or destruction of electronic media or computer hardware,

administrative or operational mistakes in the handling of electronic data, or computer

crime/attacks. Coverage also includes business interruption and extra expense coverage

for income loss resulting from a total or partial interruption of the insured’s computer

system caused by any of the above events.

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• Cyber Extortion – Will pay extortion expenses and extortion monies as a direct result of a credible cyber extortion threat.

• Cyber Terrorism – Coverage for income loss and interruption expenses as a result of the total or partial interruption of the insured’s computer system due to a cyber-terrorism

attack.

*Coverage for these agreements is limited to damages and defense expenses resulting

from claims first made against you during the certificate period.

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CYBER BUY-UP ENHANCEMENTS

• Cyber Crime – $100,000 limit with at $10,000 retention.

• Financial Fraud – Loss of money and securities due to financial fraud, includes wire

transfers.

• Telecommunications Fraud – Charges incurred for unauthorized calls resulting from

fraudulent use of a telephone system you own, rent, lease, license or borrow.

• Phishing Attack – Expenses incurred to notify your customers of a phishing scheme which fraudulently impersonates you, your brand, or your products or services;

includes cost of reimbursing customers for loss they sustain as a result of such

schemes.

• PCI DSS Assessment – $1,000,000 limit. Duty to defend coverage for assessments, fines or penalties imposed by banks or

credit card industry data security (DCI DSS) or payment card company rules.

• BrandGuard® – $1,000,000 limit. Coverage for loss of net profit incurred as a direct result of an adverse media report or

notification to affected individuals of a security breach or privacy breach.

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STUDENT ACCIDENT COVERAGE

Plan Sponsor: Diocese of Bridgeport

Carrier: Nationwide Life Insurance Company

Business Description: Elementary School Students

Covered Activities:

All student activities which are supervised or conducted at the direction of the Plan Sponsor.

Accident Medical Expense: Nationwide Life Insurance Company will pay expenses incurred as the result of any one accident up to the maximum limit of $25,000, subject to no deductible with a 3 year benefit period.

Coverage: Expense Medical Expense Benefit: The benefits provided under the plan selected are excess to any valid and collectible coverage. In the absence of the other coverage, this policy will provide primary benefits, subject to the deductible and limit. Worldwide coverage.

REPORT ALL CLAIMS TO: Dominic Del Corso Catholic Mutual Group 238 Jewett Avenue Bridgeport, CT 06606 [email protected] OFFICE (203) 371-8471 CELL (914) 213-2744 FAX (203) 371-6139

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Catholic Mutual. . . “CARES” Preventative Maintenance Checklist Daily

Please initial and date with time upon completion of each item checked.

Wet or snowy days: Clean up water around entrances and on steps right

after school starts, just before lunch, and just before dismissal. Check all stoves, hood filters, and cooking areas to insure they are properly cleaned to remove grease and inflammable waste.

Check exit lights.

Check all outside lights.

Vacuum carpets (in heavy traffic areas, classrooms,

offices, etc.).

Pick up all trash around buildings.

Clean up around dumpster.

Cold Weather Precautions: If heat is left on, check to see that it is still on. Pipes

under sinks are usually on the outside walls. Open the cabinet doors so heat can get to these pipes.

Use salt and shovel to clean a path on each set of steps when there is ice on the ground. Path should be next to the hand rail.

Check all portable heating units to insure they: (1) are not a tripping hazard; (2) don’t overload a circuit.

(Revised 01/2021) Preventative Maintenance Checklist Weekly

Please initial and date with time upon completion of each item checked.

Week ending:

Check gauge on fire extinguishers.

Check smoke detectors.

Water all shrubs and trees (if it hasn’t rained that week).

Drain water from air compressor.

Blow down boiler.

Check plumbing in all commodes.

Check all sinks for leaks.

Pour water in bathroom floor drains.

Cut grass.

Check lights – fluorescent/incandescent.

(Revised 01/2021) Preventative Maintenance Checklist Monthly

Please initial and date with time upon completion of each item checked.

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Check all window frames and glass for cracks. Check window screens.

Check caulking on windows.

Check hardware on all doors.

Check all storage areas to insure they are clean, shelves are not overloaded, and heavy objects are stored on lower shelves.

Check all trees for dead branches.

Check all playground equipment.

Check and clean out outside drains.

Check all painted surfaces to see if scraping and painting are in order.

Check all fences.

Trim shrubs.

(Revised 01/2021) Preventative Maintenance Checklist 3 Months – 6 Months - Yearly

Please initial and date with time upon completion of each item checked.

Every 3 months Every 3 months Every 3 months Every 3 months

Change oil in air compressor. Clean heating & air conditioning coils.

Clean filters.

Lubricate bearings and shaft.

Leave heat on in vacant buildings, or turn off the water and drain the pipes.

Check fuses/breakers.

Check motors/connections.

Every 6 months Every 6 months

Clean carpets.

Oil fan motor.

Blow down water heaters. Remove and clean out P- traps. Inspect roof.

Clean out gutters. Check weather stripping on doors and windows. Check roof drains for blockage Yearly after every heavy rain

Termite inspection/treatment (outside contractor). Fire extinguishers checked (outside contractor). Clean entire heating/air condition unit. Check panel identification.

Check receptacles

(Revised 01/2021)

COMMUNICATIONS

Section 9 PERMISSION AND RELEASE

I hereby give permission to St. ______Parish to take photographs of me and those of my child(ren) whose name(s) is/are set forth below (if applicable). In addition, I hereby give permission to the parish to use my and their names and use such photographs for publicity and related institutional promotional purposes in any manner deemed appropriate by the Diocese, in any media, including, without limitation, print and web-based uses.

I understand that such use may include, without limitation, use in diocesan publications including the Annual Bishop’s Appeal, reports, newsletters, brochures, websites and promotional materials that are used to evangelize, celebrate the achievements of the parish, and recognize the accomplishments and faith of those being photographed.

I release and forever discharge the Diocese, its affiliates, officers, agents, representatives, successors and assigns from any and all claims, costs, liabilities and expenses arising from any use of such photographs including, without limitation, any claims of invasion of privacy, defamation, violation of publicity rights, and hereby agree to hold the Diocese and its agents harmless from and against such claims.

NAME(S) OF SUBJECT(S): ______

SIGNATURE(S) OF SUBJECT(S) ______

ADDRESS(ES) OF SUBJECT(S): ______

______

If any subject is a minor:

I represent that I am the parent or legal guardian of the minor(s) identified above and I hereby agree that we both/all shall be bound by this release:

PRINTED NAME OF PARENT/LEGAL GUARDIAN: ______

SIGNATURE OF PARENT/LEGAL GUARDIAN: ______

ADDRESS OF PARENT/LEGAL GUARDIAN: ______(if different than minor subject’s)

NAME OF WITNESS FOR DIOCESE: ______

SIGNATURE OF WITNESS FOR DIOCESE: ______

DATE: ______Top Ten (Diocese of Bridgeport) Social Media Tips

1. Pick your platforms wisely a. Ask around your parish: what social media platforms do people use? How would they like to be communicated with? What would they like to see on your social media? b. Ask yourself, what do you have time for? Can you update a Facebook page every day? How about posting the necessary amount on Twitter (7-10 times a day) to get attention? Only take on what you know you can handle. c. Research audience demographics! Are you trying to reach young people? You might want to invest in an Instagram. Parents? Perhaps Facebook.

2. Call the Digital Media Office a. Call the Director of Social Media at 203-416-1643 with any and all social media related questions. Wondering what platform to use, what to post, or how to come up with content? Don’t even know where to start? Give us a call! b. Also check https://www.bridgeportdiocese.org/dobsocial/home/ for our toolkit, best practices, and a list of EVERY social media account in the Diocese!

3. Create a community a. Use social media to create a community, not just as a podium for your news. Ask questions, feature your parishioners, students, and youth (with permission from the subject and/or the parents for minors). b. Create recurring weekly videos and graphics that people can look forward to!

4. Make sure you are complying with Safe Environments a. Contact the Director of Safe Environment and Victim Assistant Coordinator (203-650-3265) with any questions. b. Two people over 18 must have access to account passwords at all times. c. No private messaging minors.

5. Get creative with your content a. Use Canva (a free online graphic creator) for graphics, iMovie for videos, and other tools to diversify your content! b. When in doubt post an inspirational scripture, Saint, Pastor, or Bishop quote and a picture, or ask a question.

6. Do not be afraid of negative comments a. Negative comments are going to happen. If they contain explicit content or vulgarity, delete them. Otherwise, treat them as an opportunity to evangelize or catechize. b. A good social media strategy is equal parts authentic and vulnerable. We can’t be afraid to put ourselves and our beliefs out there. If we allow ourselves to be authentically Catholic and show people our real selves, we can foster an encounter with the Truth!

February 2021 Top Ten (Diocese of Bridgeport) Social Media Tips

7. Find your voice a. Remember, when posting, you are not “you.” Rather, you represent the organization. In this way, you are almost creating a personification of your parish, school, or ministry. b. Stay away from controversial or political issues. Instead, highlight the Truth, beauty and goodness of the Catholic Church! Under no circumstances should any official Parish account endorse any political candidate or compel people to vote for a particular candidate.

8. Engage with others to grow your followers a. In order to increase your “likes,” you have to comment, like, and share other people’s content. Social media is all about sharing and interacting with fellow community members, so do just that! You’ll be shocked at how fast your accounts will grow.

9. Invest in (limited) advertising a. A well placed $5 boost will put your Facebook post in front of many more eyeballs. You don’t have to do this for every post you create, but if you have an event, or particularly compelling graphic, you may want to “boost it.” b. Boosting your page can help you grow in the beginning days of your social media ministry.

10. Be not afraid! a. Given our current polarized atmosphere, social media can be frightening. That’s okay! It is important to persevere in the face of all of the negativity we see on social media, because we have to get Christ’s message out there! If not us, who?

February 2021

TECHNOLOGY SERVICES

Section 10 TECHNOLOGY SERVICES USER GUIDE User Guide - Chancery Announcements and Documents - Contributor

OVERVIEW

We have developed a more streamlined approach to disseminating annoucements and documents for the diocese. This is part of an overall objective by the diocese to make all processes more efficient, less time consuming and more responsive to all of the parishes, schools and ministry partners within the diocese.

For the contributors of the Chancery Annoucements and Documents, we hope that this new process will be more consise while at the same time convaying the important messages in a timely fashion. In addition, this new system will provide a searchable document library so that documents can be found easily.

CHANCERY ANNOUCMENT AND DOCUMENT LIBRARY

Annoucements and documents are stored within a document library in the diocesean intranet and is accessable from the home page. Annoucements and documents must be uploaded into the library each Friday at the end of the day.

Simply log in to the diocesan intranet site at https://diobpt.sharepoint.com

Click on the tile header, Chancery Annoucements & Documents

The Diocese of Bridgeport User Guide User Guide - Chancery Announcements and Documents - Contributor, Version: 210104

Once you are in the library, you will be able to upload annoucements and documents by clicking on the Upload icon. This will display the upload window.

Click the Chose File button to upload your file. This will open up a File Explorer window. Navidage to where you store your documents and select the document to upload.

Make sure that the Destination Folder is chosen for your department’s folder. Each contributor has edit access to their folder and not others so it is importat to select the appropriate folder. The folders are:

1. Chief Counsel Office 2. Leadership Institute 3. Mission Partners 4. Office of Development 5. Office of Human Resources 6. Office of Safe Environment 7. Office of the Bishop 8. Office of the CFO 9. Office of the Chancellor 10. Office of the Clergy & Religious 11. Office of the Diaconate 12. Real Estate Office 13. Superintendent of Schools The Diocese of Bridgeport User Guide User Guide - Chancery Announcements and Documents - Contributor, Version: 210104

14. Technology Services 15. Tribunal 16. Vocations & Seminarians

Clicking the Choose Folder… button will open a window where you can selete your department’s folder. You may have to click on the little”+” to open up the folders.

Select your department’s folder and click Ok.

You can now click the OK button to upload your document.

A form should then open up for you to fill out. Please fill out the following fields.

1) Title- This is the title that will appear in the library and be available for search. 2) Document Type – There are two document types, Common & Foundational. The default is Common and would apply to most documents. Foundataional documents are more permanet documents like policy manuals. If you are unsure if your document is foundational, please contact Debbie Charles. The Diocese of Bridgeport User Guide User Guide - Chancery Announcements and Documents - Contributor, Version: 210104

3) Description – This optional field provides more information on the annoucment and document. The description shows up in the email notification and is searchable. 4) Contact – This optional field provides the person to conatct and can inlude a phone number and email address. 5) Expiration Date – The default expiration is two weeks from the day you upload the document. You can change this date by clicking on the calander icon and select the date you wish your document to expire. Once the document expires, it will not longer be included on the notification email nor the home page of the diocesan intranet.

Then click the Save button to save your document to the library. Please remember that documents uploade on Friday will be distrubuted the following Tuesday.

LIBRARY SECURITY

Access to the library folders is controlled by security groups. Please review the attached security matrix for the groups that have access to your folder. The gray cells signify that the audience has read access to that folder. If you need to send a document to an audience that does not have access to your folder, you will need to send that document to the contributor of a folder where the audience does have access.

If you have any issues, please do not hesitate to contact:

Chris Gillespie Sr. Director of Technology Services [email protected] Office: 203-416-1665 Cell: 203-482-9229

The Diocese of Bridgeport User Guide User Guide - Chancery Announcements and Documents - Contributor, Version: 210104

Security Matrix for Chancery Annoucements and Documents Contributors Debbie Tietjen Debbie Patrick Donovan Al Weldon, Kelly Barber, Diane Canevari, Amy Zajac Pat Hansen Tracy Casey Neil Erin Debbie Charles, Elizabeth Auda Suzanne Thibodeau Elizabeth Auda Sue Baldwin Laurie Furey Andrew Shultz Pat Bell Gillespie Chris Mollenhauer Art Fr. Barb Davis DRE's School Principals Orders Religious Religious Parish Parish Secretaries Presbyterate Parish Admins Pastors & Diaconate Curia

Folders Chief Counsel Office Leadership Institute Mission Partners Development of Office Office Resources of Human Environment Safe of Office Bishop the of Office CFO the of Office Office of the Chancellor & Religious Clergy the of Office Diaconate the of Office Real Estate Office Superintendent of Schools Services Technology Tribunal Vocations & Seminarians