Your gift to Project Advance 2016 helps support
Special Grants for 2016
Our Annual Appeal
Project Advance is crucial to the Church’s mission of providing services that benefit all Catholics and countless others in our Archdiocese. Our annual appeal lets us not only provide for our local Church but also strengthen our parishes. To date close to $94 million has been returned to parishes so they can meet the growing needs they have for their buildings and social programs.
Our Archdiocesan goal of $3 million helps the communities we serve. Our core needs continue to be the renovation of our secondary schools, the founding of new parishes, the care of the needy and marginalized through Catholic Charities, evangelization and programs for enriching the faith of our youth and young adults.
Click here to download the full Parish Manual
Some Highlight from the manual are shown below. Feel free to click through them here:
Highlights from the Parish Manual
SECONDARY SCHOOLS $1,400,000
Reducing the deficit incurred from new construction and rebuilding of our 6 regional secondary schools and save for future building.
NEW SITES FUND $650,000
Reducing the deficit incurred from purchases of land for future parishes and schools.
CATHOLIC CHARITIES $450,000
Providing support and resources to parishes developing service outreach initiatives, as well as programs for seniors; providing fiscal and human resources to strengthen families, reduce poverty, and build communities, especially for those whose basic needs are most neglected: the poor, the homeless, the refugees, the mentally and physically challenged.
YOUTH MINISTRY $100,000
Empowering young people to live as disciples of Christ in our world today by fostering total personal and spiritual growth, and encouraging responsible participation in the life, mission, and work of the Catholic faith community. www.oyyam.com
Offering catechetical instruction to children and adults challenged by intellectual or specific learning disabilities primarily those dealing with autism. The program is offered in a number of parishes throughout the Archdiocese of Vancouver. www.rcav.org/vanspec
DIOCESAN OUTREACH $250,000
A response to the Synod’s directive, Diocesan Outreach seeks to provide resources to improve the Archdiocese’s evangelization efforts, including the communication to the world through our website.
The 2016 Special Grants:
ST. VINCENT’S LANGARA / TAPESTRY FOUNDATION FOR HEALTH CARE $7,750
Fosters and provides care and compassion to seniors.
SIMON FRASER UNIVERSITY CATHOLIC CHAPLAINCY $4,000
Provides pastoral assistance and ministry to students and staff at SFU.
OUR LADY OF GOOD COUNSEL SOCIETY / DOMESTIC ABUSE SERVICES $15,000
Provides educational programming, a helpline, safe housing and support services to victims of domestic violence.
SANCTA MARIA HOUSE OF HEALING $3,800
Catholic Christian Healing home for women struggling with addictions.
L’ARCHE GREATER VANCOUVER FOUNDATION $5,000
Provides homes and programs for people with developmental disabilities.
LUKE 15 HOUSE $16,000
A transition home for men with addictions and mental health issues.
CATHOLIC VOICES CANADA SOCIETY $8,450
Offers professional communications presentations and workshops on controversial issues of concern to the Church.
SEMINARY OF CHRIST THE kING $20,000
Prepares men for the ministerial priesthood and helps them adjust to the changing needs of the Church while holding fast to the essentials of Catholic faith and life.
REFUGEE CONTINGENCY FUND $25,000
- Update your knowledge base
- Review why we do the appeal: opportunity to participate in God’s work; to develop an “attitude of gratitude” in thankfulness for God’s many gifts.
- Understand where the money goes and how your parish benefits.
- Ensure your parish database is up-to-date and accurate- it’s important that you have accurate information on the number of parishioners that attend your church. You should also be able to keep track on who gives and who does not give. This will help you with your communication strategies. If you need help in this area, please contact us.
- Prepare people and plans
- Recruit an enthusiastic appeal team.
- Prepare your promotional plan and follow-up; refer
to the samples and parish timeline for guidance.
- Promote the appeal prior to the actual kick-off
- Announce the appeal in advance of the actual kick-off and talk about how the appeal will help the Archdiocese and the parish and its overall impact.
- Send a letter from the pastor to solicit support and to explain how the appeal helps the parish and the bigger faith community- refer to our sample letters for guidance.
- Use bulletin inserts to announce the appeal.
- Make the case for support during the appeal weekend
- Have the pastor use the homily period to explain the appeal and its benefits.
- Use all the appeal promotional tools at your disposal to their fullest advantage.
- Show the appeal video and plan to show it more than once throughout the appeal.
- Share how Project Advance has affected you personally, the parish and how your parishioners have benefitted.
- Identify those parishioners who support Project Advance and ask them why they give and if they are willing to share their reasons for giving. Try to use testimonials in all your communication efforts.
- Have Project Advance brochures and extra blank pledge forms available at all times.
- Promote online giving
- Make it easy for people to donate by reminding them that a quick and easy option is to give online at www.projectadvance.ca and to designate your parish as the recipient.
- Remind regularly throughout the appeal
- Encourage parishioners to participate in the appeal during regular intervals.
- Report regularly on the progress of the appeal.
- Continue to use various methods to communicate the appeal and its progress.
- Bulletin inserts, website, e-mail, mail
- Prominently display Project Advance promotional materials during the appeal.
- Visit www.projectadvance.ca for various communication samples.
- Conduct timely follow -ups
- Reach out to those who have not given and or have stopped giving to the appeal; send a note, an e-mail or make a phone call to those who have never given or have stopped giving; ask for their help and communicate what we can do if everyone participated.
- Review your LYBUNT [last year, but unfortunately not this year] or SYBUNT [some years, but unfortunately not this year] lists – it is highly recommended that a letter or a follow-up communication be sent to this list of parishioners. Past appeals show that parishes who do contact those donors who have yet to give capture 15% to 30% of lapsed donors.
- Process the gifts and reports accurately and on time
- Ensure your Project Advance secretary is aware of procedures and is following them accurately. Refer to Appendix A for the appeal procedures for a complete guideline. Our office is available to answer questions at any time, either by phone (604) 683-0281 or by email firstname.lastname@example.org, email@example.com or firstname.lastname@example.org
- Say Thank You
- Send out thank you letters to all those who have given and keep sending thank you notes throughout the appeal.
- Say thank you in the bulletin, in person, from the pulpit, in an e-mail and on your website.
- Say thank you to all those who make this appeal successful.
- Ask for help from the Development Office
- Use the Project Advance Team as a resource. We are at your disposal to help you with your communication efforts. If you are not equipped to do the things you would like to do, ask us for help.
Role of the Pastor
As the pastor, you are the spiritual leader of the community. Your involvement and commitment are a tremendous source of inspiration to parishioners and the most important component of the success of Project Advance.
- Appoint a chairperson who is committed to the success of Project Advance. If possible, attend a Leadership Committee Meeting with your team.
- Be the first to make a gift to Project Advance as a way to initiate the appeal at your parish.
- Make a commitment to meet the diocesan goal, and then to promote the Parish Rebate Program which will benefit your parish by sending out a letter, the brochure and follow-up reminders. Show the video more than once through the appeal.
- Invite everyone to participate at a level that expresses their thanks for God’s gifts to them. Do this verbally at the end of every Mass for a few weeks and regularly throughout the appeal.
- Send a thank you letter to each donor family.
A strong parish chairperson who is dedicated, caring, and knows how to reach out to others will be an effective partner in making your parish appeal a success.
- Make a commitment to meet the diocesan goal, and then to promote the Parish Rebate Program which will benefit your parish.
- Make your own gift to Project Advance.
- Recruit enough volunteers to carry out the appeal successfully.
- Ensure parishioners are instructed on how to handle completion of the pledge card, and how to return it to the appeal Secretary.
- Ensure all potential donors are contacted.
- Ensure all reporting procedures are followed; make sure reports and payments are forwarded promptlywithin one week – to the Project Advance office.
- Follow up regularly and contact those who have not yet responded- use the “LYBUNT” Letter/List provided by the Project Advance team.
The Project Advance Appeal is truly a parish effort. Volunteers who help organize events, assist with completion of pledge cards, or who simply share their enthusiasm, are an important part of any well-run appeal. They must be reminded to treat each gift confidentially and to treat each parishioner with sensitivity, especially those who are not able to give.
As the person who makes the details work, from distributing materials to processing gifts to liaison with the Project Advance office, the appeal secretary is the backbone of the appeal.
- Make your own gift to Project Advance.
- Be responsible to safeguard all cash, cheques and personal information received through the appeal.
- Ensure reports are submitted to the appeal office as required.
- Prepare thank you letters for pastor’s signature as each gift form is submitted.
Consider having the following prayer read at the weekly liturgies by an altar server, a CWL member, an usher, or any volunteer of your choice in your parish community. A suggested time for this might be immediately following the General Intercessions. You might also consider distributing a copy with your letter and brochure, or including a copy in your bulletin. Customize the prayer to best suit your particular parish (i.e. does your parish have a logo? Reprint the prayer and include your parish logo). Or have someone translate the prayer into the language preferred in your parish, and distribute copies as above. A master sheet with three prayers to a page is provided with your materials.
Live gratefully, give generously.
We come to You with thanks, knowing that all we are
and all we have are gifts from You.
Help us to be faithful stewards of Your gifts.
May we share them wisely and generously.
Help us see Project Advance as our way to live
gratefully and give generously,
to evangelize and to bring us closer to You.
Whatsoever we do for others, we do for You.
Guide us, strengthen us, and bless us with your presence,
now and always. Amen.
Administrative Appeal Procedures
- $918,218 (2015) 17% more than 2014
- $785,538 (2014) 17% more than 2013
Giving online continues to grow in popularity. Encourage your parishioners to go to www.projectadvance.ca and click on the Donate button at the top of the page. At this secure site, donors can give a one-time credit card gift or monthly donations which will be credited to your parish.
Donors are required to select their parish along with providing their other information. Your parish will be advised via the frequent Pledge Status Report of these gifts, as well as gifts that were mailed or phoned directly to the Project Advance office.
Keep this in mind: The more people who donate via online, the less work there is for your Project Advance Team.
Preparing Pledge Cards
Every gift you handle must have a corresponding pledge card. Be sure to complete the name, address and telephone number of each parishioner who offers a gift (and email if possible). If you receive an anonymous gift, fill out the pledge card with “Anonymous” as the donor and it will be credited to your parish account. The pledge card may then be handled as a regular pledge. Do not send cash with a pledge card. Even if the gift is anonymous, all gifts should be matched with their own, separate pledge card. This is a mandatory requirement of Canada Revenue Agency.
The brochure provides a modified donation card and envelope that can be placed in the pews or otherwise made available at your parish. If this brochure method is used by a donor who also has a preprinted pledge card simply attach the brochure envelope to the front of their preprinted pledge card and send both to the Project Advance office for processing. For new donors simply send in the brochure pledge card. Copy the pledge information to the Parish Copy or a blank form for your parish records.
- Open all envelopes and attach cheques, notes, etc. to each individual pledge card.
- Separate pledge cards into 3 piles:
- Credit card pledges
- Pre-authorized banking (will have a cheque on which “VOID” has been written – it is not necessary to have it signed)
- All other gifts
IMPORTANT: DO NOT USE STAPLES AND NEVER SEND CASH IN THE MAIL
Credit Card Gifts
– VISA, MasterCard, American Express
- Separate the Project Advance copy of the pledge form from the Parish copy. Ensure the Project Advance copy is complete. It must have the name, address and telephone number of the donor, the complete credit card number, the expiry date, and an indication of how the donor wishes to pay his gift. ($X per month for X months for a total of $X or a single gift amount.)
If any of the above information is missing, please contact the donor for details. A signature would be good to have, but lack of one becomes an issue only if the item on the donor’s statement is disputed.
- Ensure the information on the Parish copy of the pledge form is complete. For security reasons, it is not wise for the parish to keep a record of the donor’s credit card number, however, please make sure that there are 16 squares completed for the credit card number (15 for AMEX), and 4 squares completed for the expiry date on the Project Advance copy.
- Complete the “Parish Use Only” section of the pledge card:
- The “mon/day/year” should show the same date as the report filed on the green sheet
- The “Payment” should be the amount deposited to the bank. The total of these amounts must balance to the bank deposit, so pledges of this nature usually will have a “0” in this box. If, however, the donor is making a partial payment, by cash or by cheque, please leave this pledge card in the “Credit Card” category, and complete the necessary information (i.e. amount enclosed). Be sure to include the partial payment in your parish cheque.
- “Initial” should be that of the person completing the report form.
- Place the Project Advance copies in alphabetical order, and run an adding machine tape showing the total amount of gifts in this category. Attach the tape to the pledge cards.
- Place the parish copies of the pledge forms in alphabetical order. This will make it easier for you to find the pledge form you are looking for, should you need to refer back to these. Run an adding machine tape – it should equal the total shown in the Project Advance copies.
Pre -Authorized Payment
Note: this is not the same as “Post-dated cheque”
- Separate the Project Advance pledge copy from the Parish copy. Ensure the Project Advance pledge form is complete.
- Attach the “Void” cheque to the Project Advance copy of the pledge form.
- Complete the “Parish Use Only” section of the pledge card:
- The “month/day/year” should show the same date as the report filed on the green sheet
- The “Payment” should be the amount deposited to the bank. The total of these amounts must balance to the bank deposit, so pledge of this nature usually will have a “0” in this box. If, however, the donor is making a partial payment, by cash or by cheque, please leave this pledge card in the “Credit Card” category, and complete the necessary information (i.e. amount enclosed). Be sure to include the partial payment in your parish cheque.
- “Initial” should be that of the person completing the report form
- Run an adding machine tape of the total amount of gifts in this category. Attach the tape to the pledge cards.
- You may keep a separate batch of parish pledge forms for this category, or you may keep one batch of all pledge forms. (This applies to PARISH COPIES ONLY)
All Other Gifts (Except stocks, call our office for info)
This category includes gifts paid in cash, by cheque, by post-dated cheque, or for those wishing to receive monthly
reminders from the Project Advance office.
- Separate the Project Advance copy of the pledge form from the Parish copy. Ensure the Project Advance copy of the pledge form is complete.
- Ensure that the amount of cash/cheque received is consistent with what is indicated on the pledge form.
- Ask yourself the following questions:
- Is there a name and address (and, hopefully, a telephone number and email address) on the pledge form? This is required by the Project Advance office in order to properly prepare the tax receipt.
- Do I know how much this donor is giving in total?
- Do I know how this donor is paying his gift? Is the cash/cheque attached, and is it in the correct amount?
- Is the cheque completed correctly, and is it signed?
- Is the cheque(s) post-dated? If yes, attach the cheque to the Project Advance copy. DO NOT include it in your total bank deposit. The Project Advance office will deposit the cheque at the appropriate time. If you have answers to all the above questions, you may process this gift at this time. If not, please contact the donor in order to complete the missing information.
- The items are now separated into three sections:
- The Project Advance copies
- The Parish copies
- Cash and Cheques to be deposited
- Sort the Project Advance copies of the pledge cards into alphabetical order. Run an adding machine tape of the total value of gifts in the Project Advance copies. Then run another adding machine tape of the cash/cheques received. This latter amount should equal the total bank deposit, and the amount of the cheque you send to the Project Advance office with these copies. Include the adding machine tape with the pledge cards when you send them in.
- Run an adding machine tape of the total value of gifts in the Parish copies. Then run another adding machine tape of the cash/cheques received. The totals here should be identical to those on the Project Advance copies. Attach the adding machine tape to this group of pledge cards and note the Report # on the tape. The Project Advance office may need you to verify some information from a particular pledge card in a particular report.
- File the Parish copies in alphabetical order, and integrate the credit-card and preauthorized payment pledge forms (if you are keeping records this way).
- Contact the Project Advance office at any time if you have questions at (604) 683-0281 and ask to speak to Grant Andrews or Tim Phan.
- Complete your bank deposit.
- Send to the Project Advance office the Project Advance pledge forms (along with any attachments) the green and yellow sheets (see next section for completion instructions), and a cheque from your parish for the full amount of your deposit.
NOTES: It is very important to continue to send in timely reports to the Project Advance office, weekly to begin, at least every two weeks as you receive additional gifts, and especially if you receive credit-card pledges and thereafter just as the odd pledge arrives. Be sure that the parish secretary or bookkeeper alerts you to new pledges especially after the main period is finished. It is vital that these gifts be processed as quickly as possible.
It cannot be emphasized enough that any gift not processed by the Project Advance office by December 31 (with a small number of days added for mailing) will not qualify for a tax receipt for the current year. Canada Revenue Agency is very strict on the dating of charitable gifts. You will be notified in advance by the Project Advance office of the absolute deadline for having pledge cards and payments into our office.
IMPORTANT: DO NOT USE STAPLES AND NEVER SEND CASH IN THE MAIL
If a donor decides to make a payment on their pledge soon after their pledge card was sent into the Project Advance office, or they would like to make a second donation, do not fill out a second pledge card. Follow these steps:
- Complete the “Parishioner Payment Form” (yellow) by listing the necessary information (date, name, account number if any, amount of payment and balance).
- Send the form with the “Weekly Parish Report” and include the amount in the parish cheque sent to the Project
Secretary’s Appeal Checklist
- Type or have typed pledge cards for all registered parishioners, including those who are new or who did not contribute last year
- Oversee the mail out (brochure, pastor’s letter – some parishes include the pledge card)
- Help recruit volunteers
- Help train volunteers
- Audit pledge cards for cash/cheque payments, MasterCard/Visa numbers and expiry date
- Maintain middle section of pledge forms alphabetically in parish records
- Ensure parish has a separate deposit book for Project Advance deposits only
- Send “pledge card” (top section), “Weekly Parish Report” (green) with two audit tapes (one for pledges, the second for cash received) with totals, and a parish cheque for total amount received to the Project Advance office on a weekly basis.
- Check the Status Report sent to the parish to ensure it reflects the donations you expect
- Print individually addressed thank you note for pastor to each donor as pledge cards are submitted, ask pastor to sign each one and then send by mail to donor.
The following is a list of bulletin announcements designed to keep Project Advance on the minds of your parishioners on a regular basis. You may use these periodically throughout the appeal, and throughout the remainder of the year, editing them to best suit your parish.
Please include the website www.projectadvance.ca and encourage online giving. The first field they complete is “What is your parish” and therefore they know that your parish will be the recipient. Online giving is very easy for our donors and easy for our volunteers.
with Frs Scott, Aloisio, Chu and Tran
Our Pastors play a crucial role in Project Advance. With your participation, we can make a real difference. An increase of even 5% this year means an additional $1.8 million back to the parishes.
These pastors will tell you why they support Project Advance.
Project Advance is a diocesan-wide annual appeal which seeks to provide resources for both diocesan and individual parish needs. Project Advance began in 1980 with Archbishop Carney’s vision of building a strong diocesan community. Its purpose was to provide the necessary resources to fund important capital projects within the Archdiocese. In later years, programs in the areas of education, social concerns and spiritual growth were added. Parishioners responded to this call for support with great generosity, and the fruits of their gifts can be seen and felt throughout the Archdiocese and in all parishes.
Under the guidance of our Steering Committee, comprised of clergy and laypersons, our pastors and the tireless work of parish volunteers, each year the Archdiocese and its parishes are able to go forward with many worthwhile capital and operational projects.
Project Advance provides the opportunity to promote the ideals of Christian stewardship, to become aware of our blessings, and to use them accordingly for the growth and benefit of God’s Kingdom in the Archdiocese of Vancouver. Further, parishioners have become more aware of the needs beyond the boundaries of their own individual parishes. Project Advance enables them to share in reaching the goals of both the diocese and their own parish.
The Parish Rebate Program has assisted all parishes within the Archdiocese to fund their own local building or financial programs. Further details on the rebate will follow.
The parish goal is based on the total parish income from Sunday collections as reported by your parish to the Archdiocese. The individual parish’s percentage of the total income is the approximate percentage of its Project Advance Archdiocesan goal. For example, if Parish A contributed 2.4% of the total Sunday collection for the previous year, then its share will be approximately 2.4% of the total Project Advance goal. Some adjustments may be made for special circumstances. The $3M goal is approximately 12% of the total Archdiocesan Sunday collection so most parish goals are approximately 12% of their annual Sunday collection.
The Project Advance Steering Committee has been appointed to make the decisions regarding allocation of Project Advance funds. The main case meets pressing capital and charitable needs in the Archdiocese. There is a “Special Grants” fund of up to $100,000 set aside for which groups within the Archdiocese that require one-time special funding may apply. The committee’s recommendations for these grants are sent to Archbishop Miller for approval. Applications are available online at www.projectadvance.ca.
Yes, using your credit card, you can make a one time donation or any number of monthly donations credited to the parish of your choice by clicking here now.
No, they don’t have to be. A donor can set up a monthly charge plan, thereby avoiding extra bank interest charges while stretching outpayments. Your pledge card provides a place to indicate the number of months you wish to make a payment.
The transactions will be processed either on the 14th or the 28th of each month. You may indicate your preference on the pledge card. Otherwise your payment will be processed as soon as possible.
Tax receipts, in accordance with tax regulations, only include the actual amount received throughout the calendar year up to and including December 31st.
Either spouse can use the tax receipt regardless of the name printed on the receipt. It is preferable to have both spouses’ names on the pledge card.
The receipts will be issued in mid-February for the previous tax year. The receipts are mailed to the parishes and are distributed with your parish receipt.
Gifts should be made under the name of the person who intends to use the receipt for income tax purposes.
Phone the Project Advance Office at 604 683 0281 and we will issue a replacement.
You should call both the parish and the Project Advance Office and let them know your new address. If you receive a reminder notice with an old address, please make the necessary changes on the reminder notice and return it to our office.
Rather than writing several post-dated cheques, pre-authorized payments accomplish the same thing, but are safer and more cost-effective to process. The donor attaches a void cheque to the pledge card, and indicates the monthly amount and number of payments to be deducted. The cheque and pledge card are forwarded to the Project Advance office for processing.
Pre-Authorized payments will be debited on the 15th or 28th of each month, until the pledge is fulfilled. Please indicate if you have a preference. If this day falls on a weekend or Holiday, the debit will occur on the next working day.
Yes, but we don’t encourage it for security reasons. It is impossible to trace a cash gift. Ask for a receipt whenever giving cash.
To accommodate donors who want to spread out their pledges and for those parishes that are on major capital appeals requiring larger than average pledges. This is an option for donors and not a requirement. Given the high volume of post-dated cheques, many people are already extending payments beyond six months.
No. Pledge reminders will only be sent for direct billing.
Payments received on or around the day of printing will not be reflected on the statement. If a payment is made to a parish it can result in delays. Should you have any questions, please phone the Project Advance Office.
Over the history of Project Advance, expenses have averaged 5%.
Our 2016 goal of $3 million remains the same as last year reflecting the many challenges for which the Archdiocese takes responsibility.
The core need continues for secondary schools to be renovated and updated, for outreach and evangelization, for youth and young people, for new parishes and for the care of the needy and more.
Project Advance is also an opportunity for your parish community to work together, in the spirit of stewardship, towards a goal or project that will benefit your parish and sustain your legacy.
Download 2015 Parish Details.
Archdiocese of Vancouver
4885 Saint John Paul II Way
Vancouver BC V5Z 0G3
Phone: 604 683 0281
Fax: 604 683 4288
2016 Special Grants Guidelines & Application – Refugee Sponsorship Contingency Fund
Deadline July 15, 2016
In 2016, the Project Advance Steering Committee set aside $25,000 out of the $100,000 for a contingency fund for parish-based refugee initiatives. This contingency fund will allow parishes to apply for funding to augment their parish fundraising for refugee resettlement.
2017 Special Grants Guidelines & Application
Deadline: September 30, 2016
Each year the Project Advance Steering Committee invites groups that help others in the Archdiocese to apply for a special grant to help with their endeavours. $100,000 is allocated annually for special grants.
2017 Special Grants Guidelines & Application for Parish-based refugee sponsorship initiatives
Deadline: September 30, 2016
In 2016 money was set aside for Parish-based refugee sponsorship initiatives under the Special Grant Application process. The amount for a Refugee Contingency Fund Initiative will be determined on a year to year basis and applications will be processed in the same manner as any other special grant application.