GROW Toolkit Version 2.0 March 2014
Dear Pastor and Parish Leaders: You are holding a guide to GROW, a pastoral planning process that is intended to build upon the foundation of the benefits of the pastoral visitation process. As you know, I have decided to offer to parishes who participate in the visitation process a new initiative to encourage parish pastoral planning. This process flows directly from the priorities coming out of our Strategic Plan and this local Church s commitment for the health and vitality of our parishes. GROW is a six-month planning process that is being offered by the Archdiocese through our Office of Parish Services, in conjunction with TeamWorks International and Catholic Finance Corporation. As this toolkit outlines, at the end of six months your parish will have a sound pastoral plan that will guide your ministries and operations for years to come. I thank you for taking advantage of this unique and valuable opportunity. Be assured of my prayers for its success in your parish and for God s abundant blessings through this process. With every good wish, I remain Sincerely yours in Christ, The Most Reverend John C. Nienstedt Archbishop of Saint Paul and Minneapolis 2 P age
GROW Toolkit Table of Contents Message from the Archbishop Page 2 Table of Contents Page 3 Introduction Page 4-6 Overview of GROW Process Page 7 Seeds for Growth In The GROW Process Page 8 GROW Guiding Change Document Page 9 Key Initiatives of the Archdiocese Page 10 Top 5 Best Practices for Parish Administration Page 11 GROW Parish Team Members Page 12 GROW Resources Contact List Page 13 GROW Data Requirements Page 14 GROW Meeting 01 Agenda Page 15 GROW Meeting 01 Worksheets and Outcomes Page 16 Meeting 02 Preparation Page 17 GROW Meeting 02 Agenda Page 18 GROW Meeting 02 Worksheets and Outcomes Pages 19 Meeting 03 Agenda Page 20 Parish Pastoral Plan Overview Page 21-23 GROW Meeting 03 Worksheet Pages 24 Key Steps to Implementation Page 25 3 P age
INTRODUCTION The Archdiocese s 2010 Strategic Plan has as its goal a revitalized and sustainable local Church, one that is responsive to the pastoral needs of all our brothers and sisters in Christ. The GROW Parish Pastoral Planning process, along with other initiatives, is designed to align with the Archdiocesan Strategic Plan. The goal of both GROW and the Rediscover: initiative is to support and develop a community of believers in this local Church that is mission-centered, proclaiming the Good News of Jesus Christ to all people. Therefore, a key outcome of the GROW process is to enable evangelization in the parish through a process of pre-evangelization, evangelization itself, and ever-deepening catechesis. To achieve this end, this new vision for the parish, parishes will need to become more entrepreneurial in their programs and ministries. Parishes should assess how they actively provide a value in the lives of their parishioners. The Seeds of Growth, Hospitality, Prayer, Study, and Generosity, if woven throughout all programs and ministries, will strengthen how these programs are viewed. Finally, to evangelize effectively, the parish will have to work to develop relationships with people on every level from its visitors, to its passively engaged, to its actively involved, to its leadership, and to the larger local Church. The GROW Pastoral Planning process provides parishes with two helpful frames of reference for parish pastoral planning: the Seeds for Growth and the elements of viability for Catholic parishes and Catholic schools identified in the Strategic Plan. Just as individuals need to be focused on Hospitality, Prayer, Study, and Generosity, so too our parishes need to be focused on these elements both in supporting individuals in their efforts to become more dynamic Catholics and collectively as a communion of believers through the power and relationships that result from proactive engagement. GROW provides alignment to the four Criteria for Viability identified in the 2010 Archdiocesan Strategic Plan: 1) Communion 2) Mission 3) Administration 4) Relationship to the Local Church. The following is a graphical representation of these elements: 4 P age
SEEDS FOR GROWTH HOSPITALITY GROW provides an examination of how individuals experience the parish as a welcoming community. It offers parishioners a chance to voice their thoughts on the welcoming nature of the parish. PRAYER With Christ as our center, the GROW process will assist parish leadership in seeing how prayer life is experienced through the Mass and the sacraments. It will look at the liturgy and opportunities that the parish uses to foster prayer and build dynamic Catholics. STUDY GROW looks at opportunities for parishioners to study their faith. It examines overall satisfaction with faith formation for both children and adults while starting a conversation on parish support of overall formation. GENEROSITY GROW examines generosity, looking at ways the parish inspires stewardship through giving of time, talent and financial resources to the parish and to the local community. FOUNDATION OF PARISH PASTORAL PLANNING EVANGELIZATION Evangelization creates the possibility of an encounter with Jesus Christ. Parishes speak the truth of the Catholic faith in its fullness and in love. Pastors and parishes offer these truths with encouragement and welcome, adding greater meaning and purpose to people s lives. GROW provides parishes with solid information to examine the various Criteria for Viability, across key areas of parish life. Parishes are provided in-depth demographic and financial analyses that enable both the parish and its Catholic school to develop a data-informed pastoral plan that supports the Strategic Plan s identified criteria for parishes (Communion, Mission, Administration, and Relationship to the Local Church) and for Catholic schools (Catholic Identity, Academic Programming, Financial Management, and Community Outreach). The final plan is then formulated in strategies and initiatives organized by the Seeds for Growth. 5 P age
GROW 3 Year Impact for Parishioners and Parishes 1. Grow in Clarity of Parish Strengths and Gifts 2. Grow in Intentionality and Focus 3. Grow in Implementation of Best Practices 4. Grow in Long-Term Parish Viability a. Communion b. Mission c. Administration d. Relationship to Local Church 5. Grow in Long-Term Catholic School Viability a. Catholic Identity b. Academic Programming c. Financial Management d. Community Outreach 6. Identification of the gifts and needs that will foster the outcome of evangelization. GROW Planning Outcomes for Parishes 1. Increase parish and Catholic school capacity for viability and sustainability through effective pastoral planning, high quality ministry delivery, efficient resource management, inclusive decision making and continuous improvement 2. Reduce ministry, operational and financial risks at the parish and Catholic school levels 3. Increase communications, connections and collaboration between parishes/schools, deaneries and the Archdiocese 4. Increase awareness and integration of the central Seeds for Growth of Hospitality, Prayer, Study, and Generosity, across all areas of ministry and service. 5. Increase a sense of lived stewardship across the Archdiocese for unique, shared, and unified pastoral needs o Unique Pastoral Needs = local pastoral needs for a parish / school o Shared Pastoral Needs = common pastoral needs across a deanery or similar parishes / schools o Unified Pastoral Needs = common pastoral needs across the Archdiocese 6 Page
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Reality The Why The Archdiocesan 2010 Strategic Plan needs to be fully implemented at the parish and school level with support from the Archdiocese Need for an increase in archdiocesan, parish and school capacity for viability and sustainability through effective pastoral planning, high quality ministry delivery, efficient resource management, inclusive decision making and continuous improvement Need to increase communications, connections and collaboration between parishes/schools, deaneries and the Archdiocese Need to increase lived stewardship to better provide for our unique, shared and unified pastoral needs: o Unique Pastoral Needs = local pastoral needs for a parish / school o Shared Pastoral Needs = common pastoral needs across a deanery or like parishes / schools o Unified Pastoral Needs = common pastoral needs across the Archdiocese Need to increase the vitality of individuals Catholic faith, willingness to evangelize and share the story of our faith with others Need to increase vocations to the priesthood and religious life Need to reduce ministry, operational and financial risks at the parish, Catholic school and archdiocesan levels Archdiocese of Saint Paul and Minneapolis GROW Guiding Change Document Unacceptable Means The Not How To fail to complete and implement a Parish Pastoral Plan To not collaborate with other parishes and Archdiocese in the areas of identified shared and unified pastoral needs Ignore the data, demographics and analysis provided Ignore the parishioner voice of both satisfaction and pastoral needs in the parish survey Ignore the consultation provided by GROW process partners Operate without a 5 + year financial model that integrates all aspects of parish ministry, operations, staffing and debt Sacrificing of core parish ministries to maintain Catholic schools Design solutions around individual staff, pastors or parish leaders Results The What For Parish and Parishioners Deeper knowledge, commitment and experience of one's Catholic faith in communio with the Church Increase quality of and participation in of the Sacraments, especially weekly Sunday Liturgy Richer sharing of one's faith with others through evangelization Broader expression of one's faith via ministry, outreach and social justice Raising of the importance of the Catholic faith and community in our daily lives 3 Year Parish Pastoral Plan for: Identification of key pastoral needs and a plan to address those key needs Improvement of the quality of ministry, services and operations Operating with a comprehensive 5 + year financial plan Deepen the knowledge and living of Catholic moral, social and evangelization teaching Increase awareness and integration of the central Seeds for Growth of Hospitality, Prayer, Study and Generosity, across all areas of ministry and service 9 P age
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Top 5 Best Practices for Parish Administration 1. Know the mission of the parish and the local Church Mission should drive everything that is done at the parish, from big decisions to personal interactions. 2. Have a current strategic plan that is operational Have a current strategic pastoral plan guiding parish decisions. The plan should engage parish leaders and it should emphasize the relational dimension of pastoral ministry. GROW Parish Pastoral Planning brochure GROW 2013/14 Registration Form 3. Engage competent and dynamic leadership At a minimum, parishes must have A) a parish finance council and a parish pastoral council and B) a parish stewardship committee. The two parish trustees should be actively engaged and have current appointments. Relevant documents include, but are not limited to: A) Canons 532, 537, and 1280-1289 Clergy Bulletin on Parish Finance Councils November 6, 2012 Clergy Bulletin on Parish Finance Council Bylaws Constitution November 6, 2012 Clergy Bulletin on Parish Pastoral Councils April 20, 2010 Clergy Bulletin on Parish Administration May 4, 2011 B) Stewardship Toolkit 2013 edition. 4. Establish and maintain transparent financial practices All practices must be within civil and canon law, and must follow archdiocesan policy and best practice standards, including timely financial reporting to the parish and the Archdiocese. Relevant documents include, but are not limited to: Canon 1262 and Complementary Norms on Fund Raising Appeals August 15, 2007 Clergy Bulletin on Parish Administration May 4, 2011 Annual Representation Letter November 6, 2012 Parish Financial Audit, Review and Agreed Upon Procedures Guidelines August 6, 2013 Parish Financial Manual 2012, 2013 (Extranet log-in required). 5. Implement and maintain effective employment practices All practices must be within civil and canon law, and must follow archdiocesan policy and best practice standards, including accurate job descriptions and annual performance reviews. Relevant documents include, but are not limited to: Justice in Employment March 15, 2007 Important Documents for Church Ministry 2013 edition (Extranet log-in required). 11 P age
GROW Parish Team Members GROW Sessions Attendees (suggested): Pastor Associate Pastor or Deacon (if applicable) Business Administrator Trustee Trustee Active Parishioner Active Parishioner Pastoral Council Rep Pastoral Council Rep Financial Council Rep Financial Council Rep Stewardship Committee Member Pastoral / Shared Ministry Staff (if applicable) Religious Education Staff Representative from any large ethnic group in parish (if applicable e.g. Latino ministry) School Advisory Council Member (if applicable) School Principal (if applicable requested for single parish school; teacher or other administrator may attend from consolidated school) 12 P age
GROW Resources Contact List Archdiocesan Offices Person Email Phone Office of Parish Services Mark Dittman, Director dittmanm@archspm.org 651-291-4512 Julie Meyer, Planning Lead meyerj@archspm.org 651-291-4524 Office of Catholic Schools Gary Wilmer, Personnel & Planning wilmerg@archspm.org 651-291-4502 Office of Communications Sarah Mealey, Director mealeys@archspm.org 651-291-4525 Office of Development & Stewardship Greg Pulles, Director pullesg@archspm.org 651-291-1610 Office of Marriage, Family and Life Jean Stolpestad, Director stolpestadj@archspm.org 651-291-4438 Catholic Finance Corporation Al Erickson, Managing Director aerickson@catholicfinance.org 651-389-1073 Phil Boelter, Financial Consultant pboelter@catholicfinance.org 651-389-1079 Mike Laughery, Financial Consultant mlaughery@catholicfinance.org 651-767-3665 Renee Sherman, Financial Consultant rsherman@catholicfinance.org 651-767-3663 Dorfha Vang, Analytical Services dvang@catholicfinance.org 651-389-1075 TeamWorks International, Inc GROW Process and Survey Dennis Cheesebrow dennisc@teamworksintl.net 651-429-7340 Insight Services Rich Swanson richs@teamworksintl.net 651-429-7340 Scheduling and Logistics Connie Buberl connieb@teamworksintl.net 651-429-7340 13 P age
GROW Data Requirements Catholic Finance Corporation Prior 3 fiscal years detailed financial reports (operating statements and balance sheets) for both parish and school (if applicable) in Excel format. Current fiscal year detailed budget for both parish and school (if applicable) in Excel format. Prior 3 fiscal years and current year school enrollment by grade (if applicable). If there is outstanding debt, a debt amortization schedule detailing current outstanding balance, interest rate, monthly payment, and maturity date. A listing of full-time equivalent (FTE) and part-time (PT) staff positions at both parish and school (if applicable). Note: this listing is by position only, not the name of the employee. Parish capital campaign information (if applicable) including the current fiscal year and the last 3 fiscal years data. Please include income statements and balance sheets if not included with the general financial statements. Also, please include any future years projected campaign receipts. Number of parish households (this information to be provided by Teamworks, International.) TeamWorks International GROW Data Request Parish Overall Name City Registered household number across past 5 years if possible Number of priests FTE assigned - current Seating capacity - current # of weekend Masses- current # of Baptisms across the last 3 years # of First Communions across the last 3 years # of Confirmations across the last 3 years # of Weddings across the last 3 years # of Funerals across the last 3 years 14 P age
GROW Meeting 01 Agenda Meeting Objectives A. Pastoral Planning Toolkit Review B. Parish and School Report Review of demographics, stewardship, parish profiling with conditions and trends analysis C. Baseline Financial Report and Modeling D. Key Messages for Parish and Preparation Work for Meeting Two Time Agenda 6:00 Welcome, Introductions and Opening Prayer Host Parish Pastor 6:05 Overview of GROW Process, Toolkit and the Vision of the Parish Mark Dittman 6:20 Parish and School Report Overview Dennis Cheesebrow 7:05 Parish Discussion and Table-based Questions of Clarification All 7:35 Overview of Baseline Financial Report Catholic Finance Corp 7:55 Parish Discussion and Table-based Questions of Clarification All 8:40 Preparation for Meeting Two Review Dennis Cheesebrow 8:50 Key Messages All 9:00 Adjourn 15 P age
GROW Meeting 01 Worksheets and Outcomes GROW Toolkit and Process Parish and School Report Baseline Financial Report Questions of Clarification Questions of Clarification or Further Analysis Questions of Clarification or Further Analysis Hopes and Concerns Key Learning and Surprises Key Learning and Surprises 16 P age
PRIOR TO MEETING 2 GROW Meeting 02 Preparation Parish and School Report 1. Securing of missing data and requesting a Report revision from TeamWorks International 2. Consideration of need for consulting support from TeamWorks International for interpretation of results and possible impact for parish 3. Answering of questions of clarification from TeamWorks International Baseline Financial Report 1. Securing of missing data and requesting a Report revision from Catholic Finance Corporation 2. Consideration of need for consulting support from Catholic Finance Corporation for interpretation of results and possible impact for parish 3. Answering of questions of clarification from Catholic Finance Corporation Pastoral Needs DRAFT 01: Discuss and organize known and perceived pastoral needs and ministry / operations improvement needs Administration Sacraments and Worship Faith Formation Pastoral Care Evangelization Social Justice Outreach Stewardship Communications Councils & Collaboration 17 P age
GROW Meeting 02 Agenda Meeting Objectives A. Refinement of Parish and School Report and Baseline Financial Model B. Parish Survey Report review of quality, satisfaction and pastoral needs analysis C. Development of Key Pastoral Needs and Integration of Parish Visitation Self-Assessment and/or Outcomes D. Key Messages for Parish and Preparation Work for Meeting Three Time Agenda 6:00 Welcome, Introductions and Opening Prayer Host Parish Pastor 6:05 Overview of Meeting Process and Outcomes Dennis Cheesebrow 6:10 Parish Survey Overview Dennis Cheesebrow 7:00 Parish Survey Report Discussion and Development of Key Pastoral Needs All 8:45 Preparation for Meeting Three Review Dennis Cheesebrow 8:55 Key Messages All 9:00 Adjourn 18 P age
GROW Meeting 02 Worksheets and Outcomes GROW Survey Key Pastoral Needs Questions of Clarification Area of Operations, Ministry and Services Administration Sacraments and Worship Faith Formation Pastoral Care Evangelization Social Justice Outreach Stewardship Communications Councils & Collaboration Hopes and Concerns Key Pastoral or Quality Improvement Needs 19 P age
GROW Meeting 03 Agenda Meeting Objectives A. Integration of Parish and School Report, Parish Survey and Baseline Financial Model B. Development of Parish Pastoral Plan Integrating the Seeds for Growth of Hospitality Prayer, Study and Generosity C. Development of ActionCards for Key Year One Initiatives D. Key Messages for Parish and Preparation Work for Implementation Time Agenda 8:30 Welcome, Introductions and Opening Prayer Host Parish Pastor 8:40 Overview of Meeting Process, Outcomes, and ActionCards Dennis Cheesebrow 9:00 Parish Discussion and Finalization of Mission and Vision Statements All 10:15 Break 10:30 Parish Discussion of Key Pastoral Needs and Rating of Unique, Shared and Unified Needs All 12:00 Lunch 12:45 All Parishes Discussions of Key Pastoral Needs; Unique, Shared and Unified Needs All 1:15 Parish development of Key Year One ActionCards integrating the Seeds for Growth of All Hospitality Prayer, Study and Generosity 2:45 Overview of Steps to Implementation Dennis Cheesebrow 2:55 Key Next Steps and Key Messages All Prayer of Thanksgiving 3:00 Adjourn 20 P age
Parish Name: PARISH PASTORAL PLAN OVERVIEW Mission Statement Our Core Purpose and Calling Vision Statement What We Intend To Create in 3 Years Key Pastoral Needs: Evangelization Sacraments and Worship Faith Formation Pastoral Care and Outreach What Did Our Reports, Survey, Analysis, Discussions and Reflections Tell Us That Our Parish Needs Key Goals Based on Our VisionCards, What Change is Needed to Move Towards Vision in Three Years Parish VisionCards Measure (x) needs to move from Level --- to Level --- A: Communion B: Mission C: Administration D: Relationship to the Local Church Administration Communications and Collaboration School VisionCards E: Catholic Identity F: Academic Programming G: Financial Management H: Community Outreach (if applicable) 21 P age
Seeds for Growth Strategies Parish Name: PARISH PASTORAL PLAN OVERVIEW Year 1 Key Initiatives and Projects for Improvement Key Areas of Parish Ministry Impacted and Measures of Success Hospitality 1. 2. 3. 1. 2. 3. Prayer 1. 2. 3. 1. 2. 3. Study 1. 2. 3. 1. 2. 3. Generosity 1. 2. 3. 1. 2. 3. 22 P age
Seeds for Growth Strategies Parish Name: PARISH PASTORAL PLAN OVERVIEW Years 2-3 Key Initiatives and Projects for Improvement Key Areas of Parish Ministry Impacted and Measures of Success Hospitality 4. 5. 6. 4. 5. 6. Prayer 4. 5. 6. 4. 5. 6. Study 1. 2. 3. 4. 5. 6. Generosity 1. 2. 3. 4. 5. 6. GROW Meeting 03 Worksheet 23 P age
. Seed(s) for Growth: Pastoral Plan ActionCard Key Initiative Name: Vision Description Key Initiative being completed: What will be different? Narrative with numbers if helpful Action Plan Details What When Who Contradictions and/or Barriers to be Addressed Current Reality Description 24 P age
Key Steps to Implementation At Meeting 3: draft Pastoral Plan with focus on the parish s mission and vision statements. Develop at least three ActionCards. By the end of Meeting 3, share draft of Parish Pastoral Plan with the Archdiocese via flash drive or by email shortly after the meeting. First 60 days: Develop Communication Plan 1. Continue finalizing the Pastoral Plan, including completion of ActionCards. 2. Develop Communication Plan for Pastoral Plan. Options include a. Council and Committee Feedback b. Bulletin & website solicitation of parishioner feedback c. Parishioner feedback forums such as focus groups or large-format meetings. Second 60 Days: Implement Communication Plan 1. Engage in communications of Parish Pastoral Plan to parish. a. Inform parish of key components of the Plan, including survey results. b. Discuss implications for parish leaders and staff. 2. Assess Feedback to refine the Parish Pastoral Plan. 3. Share Plan with CFC; obtain & incorporate CFC s custom financial modeling for Plan (included in GROW process). 4. Submit copy of final plan to Archdiocesan Office of Parish Services (ops@archspm.org). Third 60 Days and Beyond: Implement Pastoral Plan for 1, 2 & 3 Years 1. Formally adopt the Parish Pastoral Plan by Parish Pastoral Council, Parish Finance Council and Pastor. 2. Align parish budget and staffing to the Parish Pastoral Plan and the 5 + Year Financial Model (CFC can assist on a fee for service basis). 3. Assign Key Initiatives and ActionCards to appropriate staff, councils and committees. 4. Develop and implement reporting and oversight of the delivery of the ActionCard steps and learning. End of Year One 1. Review parish performance to initiatives and goals in Plan 2. Adapt Plan as needed for Years 2 & 3. 3. Repeat these steps in each outlying year. 25 P age
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