RESOURCE GUIDE FOR MINISTRIES AND STAFF

CONTENTS

• Key staff contacts
• How to book and use meeting space 
• How to communicate to the parish 
• How to train volunteers 
• How to handle all things financial 
• How to host a table in the narthex
• How to start a new ministry 
• Frequently used terms 

KEY STAFF CONTACTS

Catholic Church of St. Ann | Marietta, Georgia, 30062 | 770-552-6400 | st-ann.org

• Parish controller: Michelle Powell (mpowell@st-ann.org, x6015)
• Scheduling: Teena Kay (tkay@st-ann.org, x6010)
• Safe Environment administrator: Linda Field (lfield@st-ann.org, x6011
• Communications director: Valeria Longhi (vlonghi@st-ann.org, x6013)
• Facilities manager: Shannon Zdancewicz (szdancewicz@st-ann.org, x6051)
• Audio-visual: Ed Bolduc (ebolduc@st-ann.org, x6017)
• Sacramental Records: Teena Kay (tkay@st-ann.org, x6010)
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HOW TO BOOK AND USE MEETING SPACE AT ST. ANN

Thanks to the generosity and dedication of our parishioners, we are blessed to have a beautiful and inviting campus with space for events, meetings and outreach.

Booking information

• We book rooms through eSpace, an online reservation system. 
• One person from each ministry should be identified as the group’s booking agent, who will be able to set up a login and password for eSpace and be trained on the site’s functions. (Contact Teena Kay for details.) 
• Have your booking agent reserve through eSpace or contact Teena Kay, tkay@st-ann.org, x6010. Teena will reserve space for those who do not book online (see below).
• If your booking agent changes, please contact Teena Kay to receive the required training. Once trained, please send the new name and email address to tkay@st-ann.org.
• When booking, please note the new room numbers. For your reference, the old room numbers are shown in parentheses in eSpace. You can find a campus map here. 

Booking schedule

• Our booking calendar runs from Aug. 1 through July 31.
• Department heads and ministries leaders can book space for the coming year according to this schedule:
• April: Parish-wide events will be booked by Teena Kay, parish secretary.
• May: Department heads book space requirements.
• June: Ministry booking agents can reserve space for monthly events for the whole year and social events up to six months ahead. Ministries that have department heads booking for them will have their space reserved at this time.
• July: Non-ministerial bookings will be opened for the following six months.
• Ministry leaders can have Teena continue to book their events, however:
• Teena will be entering items in order of emails received during normal working hours.
• Teena will accept phone reservations after the 10th of the month.
• Teena will take your reservation in line with the established booking schedule. In other words, you will not be able to email Teena prior to the booking being opened for your category. Early emails will be returned and will have to be resubmitted when booking opens.

Setup information

Out of respect for our campus, we ask that ministries and staff take care while using our facilities. We want you all to walk into rooms that have been well cared for and reflect our welcoming mission.

• We will be utilizing standard setups in each space, so you will not need to submit a setup. You may move the tables and chairs around but put them back as you found them after your event.
• Thoroughly clean the space after your event. Reset it to the way you found it.
• Complete any exit checklists affirming all items have been completed.

A/V information

• You are welcome to take advantage of St. Ann’s audio/visual technology in our meeting spaces. The A/V Ministry is happy to test your equipment (computer, accessories, cables and adapters) for compatibility and walk you through setting up your technology ahead of your event.
• We encourage you to troubleshoot any issues and avoid interruptions by scheduling an appointment a few days before your event with Dawn Knuckles, dknuckles@st-ann.org, (x2477), or Ed Bolduc, ebolduc@st-ann.org (x6017), during business hours Tuesday through Friday. 
• HDMI is the only way to connect your computer to the TV screens in the classrooms and in La Salette Hall.
• To show a PowerPoint presentation or share photos, for instance, you will need to provide your own computer, an HDMI cable, a power cord and any other accessories you require for your event.
• If your computer does not have an HDMI input that looks like the image below, you will need to provide an HDMI adapter as well.

HOW TO COMMUNICATE WITH PARISHIONERS

The Communications Department at St. Ann is here to help the church’s ministries, affiliates, staff and parishioners market the fantastic events and innovative programming on campus. We have a one-stop shop for your communications needs: the communications request form. It lives on the bulletin page at st-ann.org, and no matter how you’d like to communicate – bulletin, social media, monitors, videos – this is the place to start.
Our crew will help determine the avenue best-suited to deliver your message and assist you in implementing it. Please designate one person from your ministry to be the liaison to the communications department. Click here for the communications request form.

Because we are a parish of nearly 5,000 families, the communications department has some guidelines about how to communicate with our members. These guidelines are designed to deliver consistent, professional messages that are in line with our La Salette mission. The guidelines cover topics such as bulletin deadlines and frequency; website updates; signs on campus; the Faith in Action newsletter; social media posts and regulation; large-scale emails; and promotional materials.
Please click here to review this resource. If you don’t know where to start but think your ministry would benefit from improved communications, let’s talk! Contact the Communications Department at communications@st-ann.org, x6013.

HOW TO TRAIN VOLUNTEERS (FOR SERVICE AND KITCHEN USE)

We appreciate you volunteering for one of St. Ann’s ministries. Volunteers are a very important part of our parish and can help ensure a safe environment here.

• The Catholic Church of St. Ann and the Archdiocese of Atlanta are committed to helping children and young people learn and grow in a healthy and safe environment. The thousands of children who attend Mass here and are enrolled in our programs are guided and inspired by volunteers, clergy and staff who have been specially trained to keep our young people safe.
• The parish requires all volunteers who work with children or vulnerable adults to complete the Safe Environment Program, which includes a background screening and a training session. The training, called Virtus: Protecting God’s Children, is available nearly every week around Atlanta and on the St. Ann campus.
• For information about the Safe Environment Program, including other required paperwork and Virtus registration, visit archatl.com/ministries-services/safe-environment/safe-environment-compliance/.
• If you have any questions, contact Linda Field, lfield@st-ann.org.

Any ministries leaders who would like to use the Parish Life Center’s kitchen must be certified. Please contact Facilities Manager Shannon Zdancewicz to do so.

HOW TO HANDLE ALL THINGS FINANCIAL

Second collections

The Archdiocese of Atlanta controls the approval process for second collections. Requests must be submitted in writing to the parish administrator. Fundraisers are the exchange of items or services for the collection of monies not simply the collection of funds.

Ministry bank accounts

Ministries may establish bank accounts through the parish office. These accounts are a part of the church operating account. In order to properly manage these funds and stay within archdiocesan policies, ministries are asked to develop simple guidelines or by-laws. The pastor and the parish administrator must approve these guidelines.
Please contact Controller Michelle Powell (mpowell@st-ann.org) to establish a bank account.

Fundraisers

The Catholic Church of St. Ann is fortunate to have many ministries and affiliates that are interested in fundraising for great causes.

To ensure success, it is important to balance the amount of fundraising done at a given time. Ministries leaders must submit a request to hold a fundraiser to Controller Michelle Powell. We will make every effort to accommodate your request. In your application, please include: the ministry name and contact, the type and date of fundraiser as well as its purpose/beneficiary.

Many ministries utilize the narthex for fundraisers. In addition to cash and checks, ministries can arrange to take credit card payments using an iPad and a Square Reader that can be checked out in advance from the parish office. Leaders may book the narthex through eSpace.

Electronic money collection

The church, departments and ministries of St. Ann's that collect money electronically must follow rules laid out by the Archdiocese of Atlanta. Affiliated ministries, such as the Knights, that manage their finances are not bound by these guidelines. If your ministry has a St. Ann's-managed account and processes payments and collections through the St. Ann's checking account, you must adhere to these guidelines.

The following payment processing services are not approved: 

• GoFundMe pages
• PayPal
• Venmo
• Other platforms for collecting monies

The following payment processing services are approved:

• LPI (Liturgical Publications Inc.)
• Vanco
• Square
• SportsConnect (formerly Blue Sombrero)SportsConnect is used in limited cases for registration programs, not for general fund collecting.

If you want to collect funds at the point of sale, please check out one of St. Ann’s credit card swipes, which can be booked through the eSpace booking system.

GUIDELINES FOR HOSTING TABLES IN THE NARTHEX

The narthex is a place for parishioners to spend time together before and after Mass. It provides a welcoming atmosphere for us all to prepare for Mass and allows space for everyone to come and go without having to run an obstacle course. When your ministry is granted the privilege of hosting a table in the narthex, we ask that you respect the guidelines listed below.

To book a fundraising or information table, make your reservation in eSpace or reach out to Teena Kay, (tkay@st-ann.org).

• Ministries may set up as early as 3:00pm on Saturday and should be clear of the narthex by 8:00pm Sunday.
• There are three, six-foot tables available for ministry use in the narthex. They will have green table covers on them. Please don’t use other tablecloths as we want the tables to be clean and uniform. 
• Please respect others using the narthex by keeping your displays, signs and interactions with parishioners to your table area. Materials are not allowed on the newcomer registration desk. Signs are not allowed elsewhere on church grounds.
• All fundraisers must be approved by Controller Michelle Powell, (mpowell@st-ann.org). If you want to do credit card sales for your fundraiser, Michelle can set you up with iPads and devices to enable such purchases.
• In addition to the volunteers at your table, ministries should provide one volunteer per Mass to serve as greeters at the church doors. Use it as an opportunity to let folks know about your table!

HOW TO START A NEW MINISTRY

St. Ann’s is blessed with many and varied ministries that complement our mission. To be considered as a new ministry, please contact contact our Parish Administrator, Dave Smith (dsmith@st-ann.org), who can outline the application process.

Once information has been received it will be reviewed by the pastor and appropriate staff. The ultimate decision of what ministries exist within the parish lies with the pastor, who will periodically assess the ministry makeup and effectiveness.

FREQUENTLY USED TERMS

The communications department has established the following guidelines, or styles, to keep our messages consistent and professional. The Archdiocese of Atlanta has a set too, which are included.

ages

Always use numerals (e.g. Jimmy Smith, 10, enjoyed ...).

apostrophe

No (’s) in parish names unless part of the formal name (e.g. St. Mary’s Catholic Church or Catholic Church of St. Ann). No apostrophes in days of the week, either. Thursdays, not Thursday’s.

Archbishop

Uppercase when preceding the name of person but lowercase in all other instances, even when referring back to a specific person. (e.g. Archbishop Gregory Hartmayer or the archbishop said.) Same usage rules apply for all titles. Parish Administrator John Doe or John Doe, parish administrator, are correct.

Archdiocese of Atlanta

archdiocese when used without the city name.

Auxiliary Bishop

Bernard E. (Ned) Shlesinger III, Joel M. Konzen, SM and John Nhàn Trần are to be preceded with: Auxiliary Bishop, Bishop or The Most Reverend.

Baptism, Sacrament of Baptism, Benediction, Confirmation

Capitalize when referring to the Catholic religious services.

Bible

Capitalize, but lowercase biblical.

Bishop

See archbishop.

Blessed Sacrament Chapel

This is the chapel to the right of the altar.

Blessed

May abbreviate Blessed as Bl.

Brother

For religious orders, use full name on first reference, only first name on second and subsequent references (e.g. Brother John Smith ... Brother John ...).

Carroll Center

This is the gym.

church

Lowercase in reference to the room (meet you in the church), uppercase in reference to the body (the Catholic Church issued a decree).

deacons

An ordained member of clergy but not a priest. Specify if permanent or transitional deacon. Use Reverend Mr. or Rev. Mr. for transitional deacons, and Deacon for permanent deacons.

diaconate

Not deaconate.

Donnellan Café

This is the meeting room across from Launch offices. Although many people casually call it the Donnellan Room, the proper name is Donnellan Café, which is carved into the sign in the hallway.

email

Lowercase.

Episcopalian titles

The Reverend in first reference, Father in second reference except when the person has the title Deacon or Canon.

Eucharist, eucharistic

Frequently nouns are capitalized while adjectives are not. See also: gospel.

Extraordinary Minister of Holy Communion

Do not use eucharistic minister.

First Communion, sacrament of First Communion

God

Capitalize all nouns used as names for this being. Lowercase personal pronouns, such as he and him.

Good News

Uppercase when referring to the Gospel.

Gospel

Capitalize as a noun when it refers to any or all of the first four books of the New Testament, the message they contain or an excerpt from them proclaimed in a religious service. Lowercase use as an adjective.

Grades

Hyphenate first-grader, second-grader, etc.

Hail Mary

Plural is Hail Marys.

Headlines

Capitalize first letter of the first word in a line only. Do not use numerals 1-9.

heaven

hell

Holy Communion

Holy Orders, sacrament of Holy Orders

Holy See

internet

Jesus

Capitalize primary names such as Jesus Christ, the Christ, and Son of God. Lowercase secondary titles and personal pronouns. Use Jesus’s for possessive.

La Salette

This name is always two words.

La Salette Hall

This is the new large parish hall in the Parish Life Center. The former La Salette Hall is the Scout Lodge.

Lutheran titles

The Rev. or Pastor on first reference, depending on the person’s preference. Mr. on second reference.

Mary’s Chapel

This is the cry room.

Mass

Capitalize. People do not hear or say Mass but celebrate, participate in or attend Mass. There is no acceptable synonym. To use Eucharist as a synonym for Mass is wrong.

Nolan Hall Teen Center

This is the hall next to the church (formerly Nolan Hall).

non

Use AP guidelines. Do not hyphenate nonpublic or nonprofit; hyphenate non-Christian, non-Catholic.

numbers

Spell out all numbers less than 10. Exceptions are congressional districts or court names (see AP Stylebook), percents, and amounts of money (e.g. $3 million). For ages, always use numerals (e.g. John Doe, 10, celebrated ...).

parish

Lowercase when not in formal name. Also see apostrophe.

Parish Life Center

The new building that houses La Salette Hall, offices and meeting spaces.

Pope

Capitalize only when used before the name of a specific pope; lowercase on any subsequent uses even when referring back to a specific pope (e.g. Pope John Paul II said ... The pope also said ...).

religious titles

Spell out Father, Sister, Archbishop, Bishop, Cardinal when using before a name, then abbreviate Fr., Sr., Abp., Bp., Cdl. on second reference. Always abbreviate Monsignor as Msgr. In a long list of religious with the same title, may use one title throughout (e.g. Fathers John Doe and Joe Smith). See also archbishop, Deacon, or Protestant/Lutheran/Episcopalian titles.

Rev.

Never use Most Rev., Rt. Rev. or Very Rev. for Catholic clergy.

Rosary

Sacrament of Anointing of the Sick

Not last rites.

Sacraments

Sacraments can be received only by a living person. Baptism, Confirmation and Holy Orders are valid only once and have permanent effects. Name of sacrament is capitalized, but not the word sacrament.

Saint

Abbreviate as St. in parish and school names, except in a proper name where is it not a prefix such as Emory Saint Joseph.

SACCW aka St. Ann’s Council of Catholic Women

Formerly the Women’s Guild, this is one council but two guilds. By decree, every woman at St. Ann’s is part of this group, which includes the Day Guild and the Spanish Guild. The Mothers' Guild is now the Moms' Committee, which is now a part of the Day Guild.

Stations of the Cross

Scout Lodge

This is the building behind the parish office (formerly known as La Salette Hall).

St. Thomas Room

This is the meeting room on the lower level of the parish office.

Sister

Use full name on first reference and last name in subsequent references; also use initials or name of order in first reference (e.g. Sister Jane Doe, CSJ, or Sister of St. Joseph Rose Bland).

Scripture

Capitalize but lowercase “scriptural.”

webpage 

website 

workforce 

workplace

year

Use numerals, without commas (e.g. In March 1976). Use an ‘S’ without an apostrophe to indicate spans of decades or centuries (e.g. 1960s). Use apostrophe to indicate numerals that are left out (the ’60s).