Catholic Community Coordinator - 13 Sept 10.docx

Statement of Work Catholic Community Coordinator Effective as of FY11

I. Environment:

Contractor will serve as the coordinator and advocate for the Catholic Community at McConnell Air Force Base in cooperation with the Wing Chaplain, Catholic Chaplain or contracted Catholic Priest equivalent of the St. Maximilian Kolbe Catholic Community. The contractor will be able to perform all necessary assigned tasks, will be qualified to supervise and coordinate all sacramental preparation programs and all Catholic community activities and will be able to administer the full Catholic Religious Education program. The contractor will support all Catholic activities and functions as specified by the Wing Chaplain.

II. Qualifications:

A. Coordinator shall demonstrate appropriate professional competence.

B. Coordinator must be knowledgeable in Catholic doctrine and theology.

C. Coordinator must possess basic typing skills, be knowledgeable in the operation of computers and software programs. Familiarity with Microsoft Word, Excel, PowerPoint, Publisher, and PageMaker is preferred.

D. Coordinator must have effective organizational, management and communication skills.

E. Coordinator must be knowledgeable of the Air Force Chaplaincy and military milieus.

F. Coordinator must be discreet in character and someone who will preserve any confidential issues either seen or heard.

G. Coordinator must be able to work with people and possess an ability to work unsupervised in a fluid and sometimes stress filled environment with staff and parishioners. Possesses an ability to maintain healthy, functional interpersonal relationships.

H. Coordinator should be actively involved in the above-mentioned chapel program in order to effectively accomplish the assigned duties.

I. Coordinator must be available to attend applicable day and evening programs, meetings, Liturgies etc. deemed necessary by the Catholic Chaplain/Contract Priest. Must be available to the Catholic Community and provide an average of 40 hours of verifiable flexible work per week for 50 weeks per annum.

J. The coordinator must have administrative and educational experience necessary to organize, manage, and implement the entire Catholic Religious Education (CRE) program, preschool through high school.

K. All applicants must be able to maintain harmonious relationship with teachers, assistants, students, chapel staff, and CRE Facility staff.

L. Since the non-personal services furnished by the Catholic Community Coordinator are in support of, or to prepare for, the conduct of a Religious Education program governed by both Air Force and ecclesiastical regulations, the Catholic Community Coordinator must:

a. Demonstrate a strong knowledge of Roman Catholic teachings, customs and traditions along with current developments in religious education.

b. Stipulate that the Catholic Chaplain/Contract Priest will make the final decision as to the appropriateness of all elements of the Catholic Religious Education program.

c. Have a current detailed federal and state background check in accordance with DOD 1402.05 as directed by the Wing Chaplain for contractors working with children under 18, including a fingerprint check by OSI or other federal agency. Contractor must remain in good standing.

III. Duties and Responsibilities:

A. Area of Responsibility: Communication The Coordinator will

a. coordinate publicity for programs and special events through weekly bulletin, base newspaper and marquee, in cooperation with the Chapel publicity chaplain.

b. generate and publish all bulletins, newsletters, and mailings as required to Catholic parishioners.

c. Obtain material supplies to support administrative/publications requirements from the Chapel.

d. Use government computer systems provided by the Chapel

a. Required to maintain current Common Access Card (CAC) to allow connection to network.

b. Required to maintain annual currency in Information Protection and Information Assurance online computer based training

e. attend weekly chapel staff meeting and communicate information on upcoming Catholic events to staff members.

f. establish and maintain rapport with chapel staff members.

g. coordinate vehicle requests with transportation squadron for official parish functions via the unit assigned Vehicle Control Officer (VCO).

h. brief pastor on a weekly basis on parish problems or areas of concern that need immediate attention.

i. establish and coordinate schedule of pastor and contract priest to include weekend liturgies, weddings, Baptisms and Penance services.

j. provide Wing Chaplain a weekly briefing on the status of Catholic programs.

k. coordinate with protestant chaplains and their designee to provide base populace with ecumenical services and programs.

l. serves as liaison for the various Catholic ministries and must maintain a constant and continuous flow of communication with the Catholic Chaplain(s)/Contract Priest as to the status and accomplishment of all parish activities, responsibilities, and finances.

m. prepares, keeps and sends all correspondence, affidavits, sacrament certificates etc. as required by canon law and the Archdiocese for the Military Services USA in required style and format.

B. Area of Responsibility: Management The Coordinator will

a. schedule Catholic community parish activities following established guidelines for activities occurring in the chapel facility; Maintains and publishes (as required) a continuous Catholic community calendar in approved format.

b. submit and coordinate all necessary facility requests relating to Catholic events and programs with chapel staff members.

c. participate in all regular monthly meetings of the Catholic pastoral staff, Catholic Pastoral Advisory Council and Catholic Stewardship Committee. In addition, the coordinator serves as secretary for the Catholic Pastoral Advisory Council – keeping required minutes and present monthly reports.

d. Participate in all regular weekly Chapel Staff meetings - provide feedback to and coordinate with the staff on issues pertaining to the Catholic community.

e. establish and maintain literature racks and parish bulletin boards. Orders liturgical or other parish materials and keeps stocked approved specifically Catholic literature and liturgical materials.

f. submit a quarterly attendance and sacrament report to the Archdiocese for the Military Services

g. subject to the requirements of canonical authority, function in an executive role to the Catholic parish

h. prepare and maintain after-action reports of all Catholic committee activities and events.

i. compile and maintain a confidential Catholic census and parish registration in both written form and in a computer data base, providing said information on demand as required by the appropriate ecclesiastical authority and subject to the norms established in canon law.

j. track statistics required of the Catholic program by the appropriate civilian endorsing agent(s).

k. accomplish general canonical tasks and duties delegated or required by the appropriate ecclesiastical authority.

l. maintain a Catholic Continuity Binder.

C. Area of Responsibility: Funds/Finance The Coordinator will

a. act as Account Manager for Catholic chapel funds and oversee the administrative procedures and processes of the Catholic chapel account.

b. coordinate, with the Finance Committee, the use of weekly offering envelopes.

c. confidentially records weekly offering contributions for each parishioner. In addition compiles and prepares an annual record of offerings for each parishioner in accord with Internal Revenue Service requirements.

d. create and oversee, with the Finance Committee, an annual operating budget for Catholic chapel funds.

e. approve and coordinate all funds requests for Catholic chapel Funds

f. advise the Chapel Financial Working Group and Catholic Pastoral Council on Catholic funds issues

g. provide training and guidance to Catholic program leaders in fund procedures and processes.

h. develop the Catholic Program Plan based on program leader in-puts, and submit the Catholic Program Plan to the Pastoral Council for review and validation.

i. submit the validated Catholic Program Plan to the Chapel Financial Working Group for inclusion in the comprehensive Chapel Program Plan.

j. monitors the Catholic committee budgets.

D. Area of Responsibility: Liturgy The Coordinator will

a. schedule priest’s appointments for sacramental preparation and counseling.

b. procure and maintain liturgical supplies, to include but not limited to: hosts, sacramental wine, candles, linens, and liturgical book

c. schedule, with the approval of the priest, all holy day liturgies, ministry training and sacramental celebrations

d. schedule Mass music directors for holy day and seasonal liturgies.

e. provide appropriate liturgical environment for holy day and sacramental liturgies

f. prepare intercessory prayers, announcements, and Mass intentions for weekend, daily and holy day liturgies.

g. prepare in-service bulletins for Reconciliation services, sacramental liturgies and holy day Masses.

h. attend conferences, workshops or seminars that are liturgical in nature to further develop his/her knowledge of Catholic liturgy. Approval for attendance is required from the Wing Chaplain as funding, scheduling and regulations must be taken into consideration for activities held outside the Chapel.

i. prepares for printing and publication special program booklets, information booklets, and other specifically Catholic printed materials as needed.

j. accomplishes necessary canonical Baptismal preparation, and other Sacramental preparation (including the R.C.I.A.) as specifically required by the Catholic Church and the Archdiocese for the Military Services USA.

k. in the absence of the Catholic Chaplain/Contract Priest due to deployment, military exigency, or illness, etc., the coordinator provides for the continuing pastoral ministry in accord with the requirements of the Catholic Church and as required by canon law and interpreted by the appropriate ecclesiastical authority.

l. provides for the scheduling and coordination of all specifically Catholic parish ministries including, but not limited to: holy days of obligation, special services, extraordinary liturgical celebrations and Para-liturgical services throughout the year.

m. together with the heads of various Catholic ministries, schedules periodic workshops or training sessions for all ministries. Meets with the volunteers for educational meetings and feedback sessions, assuring that they are meeting required ecclesiastical norms as established by canon law and the Archdiocese for the Military Services USA.

E. Area of Responsibility: Outreach The Coordinator will

a. coordinate all youth group activities, in cooperation with the Catholic Youth Minister and/or Priest.

b. coordinate all Catholic community social events and activities in cooperation with the Socials Coordinator.

c. plan and coordinate all other outreach programs within the Catholic community in cooperation with the Community Outreach Committee.

d. arrange for and manages all Catholic Community functions as directed by the appropriate canonical authority.

e. coordinate arrangements for parish spiritual renewal programs, retreats, social activities and meetings of the communities, its committees, sub-committees, organizations or priest.

F. Area of Responsibility: Religious Education General:

a. Recruits, interviews, and selects prospective teachers, substitutes, and other volunteer workers for the Catholic Religious Education program.

b. Coordinate classroom, administrative and audiovisual support requirements for all Religious Education staff. Ensure all classes are staffed, securing the services of substitute teachers as needed.

c. Plan and conduct training for teachers and provide for their training including all necessary training materials, for example: literature, training forms, and supplies.

d. Maintain enrollment and attendance records for all classes including student and teacher attendance. Keep such records current. Maintain current roster of teacher/staff volunteer names, addresses, phone numbers, and emails, and maintain proper records are kept of volunteer worker’s time and financial expenditures.

e. Ensure that volunteers receive recognition and support for their work.

f. Is responsible for the security and contents of buildings used for CRE.

g. At least twice per year the Coordinator will personally sit in on each class to evaluate teaching methods used and class participation, and any advice or suggestions to teacher as needed.

h. Be present during Religious Education classes on Sunday mornings arriving at the location of classes at least one-half hour before classes begin and remain until classes are over and the area is cleared. Be present or assign someone to be present for all rehearsals for Religious Education children’s programs and special events.

i. Attend chapel meetings as follows: Catholic staff meetings, and monthly Parish Advisory Council meetings.

j. Due to the heavy leadership responsibilities in the Religious Education department, the Catholic Community Coordinator will not hold a leadership position in any other Catholic department or fellowship without prior agreement with the Catholic Chaplain.

k. Assist in the development and implementation of an annual program (including coordination of Religious Education scheduled events and meetings), by participation in the annual parish-planning meeting and in preparing monthly reports and participating in Catholic Parish staff and council meetings.

l. Request funds for the purchase of books, materials, equipment, and supplemental services using the CTOF request form (provided by the chapel).

m. Coordinate work assignments and hours for all volunteer Religious Education staff members, ensuring coverage of all Religious Education classes, programs and events.

n. Coordinates the instructional program in order to insure that current, sound Catholic principles and doctrine are being taught according to current ecclesiastical guidelines.

o. Plans, prepares, and conducts registration for all CRE students

p. Identify and prepare annual curriculum order, library, and supply requirements to the Catholic Chaplain for approval. Selection and ordering of annual curriculum will be coordinated with the Catholic Chaplain.

q. Establishes and maintains a Religious Education resource program with a broad and orderly assortment of visual aids, object lessons, video-tape support, and general teaching aids to enhance religious education effectiveness in all areas at the McConnell AFB Chapel.

r. Maintain stocks of Religious Education supplies at the Education Center and at the chapel for distribution, as needed by Religious Education teachers and also maintain equipment and supply storage for the Catholic Parish.

s. Publish a yearly Religious Education Parent’s/Teacher’s Information Pamphlet and Calendar of events.

t. Coordinates calendar of CRE activities with parish calendar and chapel calendar.

u. Maintain a current Religious Education Continuity Binder(s) with electronic (floppy disk or CD backups) including, but not limited to Funds Requests, Facility Requests, Calendars, Curriculum, Rosters, Procedures and Training.

v. Coordinates the use of chapel facility and CRE facility by completing prior forms.

w. Organizes special activities between teachers and assistants and classes i.e., Christmas and Easter celebrations, etc.

x. Submit completed background check forms, DOD 1402.05, for all Religious Education volunteers that work with children under 18 years of age.

y. Responsible for curriculum acquisition for all Catholic chapel-associated small group studies following the established chapel guidelines.

z. Be encouraged to participate (at the Fund’s expense) in professional and spiritual growth opportunities at the invitation of the Catholic Priest.

aa. Organize and implement preparation programs, including dates of reception, times and length of classes, and parent and teacher sessions for the following sacraments: First Penance, First Communion, and Confirmation. This is to include training sessions for parents and parents meetings.

ab. Advise the Catholic Chaplain on matters concerning the Religious Education program.

ac. Resource teachers/helpers in the skills of teaching and of classroom management.

ad. Assist in the development of special adult/child education classes.

ae. Coordinates, plans, and implements annual Ecumenical Vacation Bible School in coordination and cooperation with the Protestant Religious Education Coordinator, if necessary.

af. Participate actively in the Catholic base chapel program and attend Mass each weekend to promote and ensure continuity of the Religious Education Program.

G. Area of Responsibility: Religious Education Communication:

The Catholic Community Coordinator will:

a. Give a monthly report to the Pastoral Council.

b. Communicate details of current and coming programs to teachers, helpers, parents and students, in writing, as required.

c. Draft publicity (including design and layout) for Religious Education program.

d. Submit after-action reports on special events/programs, as required.

e. Communicate with parents/sponsors concerning student absences or disciplinary problems. Consult with the Catholic Chaplain/CCC about disciplinary problems.

f. Coordinates and distributes bulletin notices, newsletters, and other necessary publicity and promotion items concerning Religious Education.

H. Area of Responsibility: Religious Education Other Responsibilities:

The Catholic Community Coordinator will:

a. Participate in the preparation of MAJCOM and Wing directed inspections.

b. Comply with the mandatory training required for all contractors and responsible for maintaining training records current. Training includes, but not limited to: Center net training, and chapel off-sites.

c. Attends diocesan meetings, in-service training, and special functions for religious education and enrichment and briefs Catholic RE Chaplain.

d. Attends, at least annually, either Air Force, or Diocesan sponsored conference for directors and coordinators of religious education at expense of chapel funds.

IV. Description of a Unit:

A Unit is equivalent to one month. This SOW covers 12 units annually.

V. Period of Service:

The term of this Contract, unless sooner terminated as hereinafter provided, shall be from date of acceptance to ________________________, but it may be renewed for an annual term by mutual agreement in writing of the parties hereto, subject to approval in the same manner as this instruction, and in the same manner may be renewed from term to term not to exceed five (5) years from the acceptance date.

VI. Supplies and Equipment:

The Chapel will provide A. An office with suitable office furniture, computer, telephone, and file cabinets. The contractor may or may not utilize this equipment.

B. Necessary supplies in limited quantities, as required or available.

C. Reproduction support, including use of the chapel copier, for official use only.

VII. Working Hours and Absence Periods:

A. Contractor’s schedule will fluctuate in accordance with scheduled activities throughout the calendar year. Contractor must be available to attend applicable day and evening programs, meetings, Liturgies etc. deemed necessary by the Catholic Chaplain/Contract Priest. Must be available to the Catholic Community and provide an average of 40 hours of verifiable flexible work per week for 50 weeks per annum to include Sundays at the CRE facility prior to, during and after CRE classes. Hours will be performed wherever is appropriate or necessary and at times best suiting the contractor’s schedule. The contractor will post their estimated schedule for the Chapel staff each month and update accordingly as the schedule changes dictate.

B. If the Contractor is absent for an extended period of time during the contract period, they shall be responsible for the continuing performance of this contract.

C. A log of work hours accomplished will be maintained by the coordinator and submitted at the conclusion of each month or as otherwise deemed necessary. Subsequently submitting in WAWF an Invoice and a Receiving Report within five days of the conclusion of each month. The Appropriated Fund Manager, will verify with the Wing Chaplain or the designated representative and approve for pay.

9/14/2010