Pastoral Planning
Procedures for Closing a ParishDiocese of Springfield
65 Elliot Street – P.O. Box 1730
Springfield – Massachusetts 01102-1730PARISH LIAISON OFFICE
SEPTEMBER 29, 2009Subject: Procedures for Closing a Parish
Dear Reverend Fathers:
As we embark down the difficult road of closing and merging our parishes, one of the most challenging exercises is the attempt to visualize all that needs to be done to accomplish the task in a complete and professional manner. With the help of guidelines provided by the Boston Archdiocese, Msgr. Bonzagni and Bill LaBroad, I have organized the information into a document entitled “Procedures for Closing a Parish.” This document covers the area of Financial Records and Issues and Office Equipment. The entire “Closing Package” will be available on the diocesan web site.
The complete package consists of the following:
• A ten page letter entitled “Procedures for Closing a Parish”
• A “Sample Letter to Vendors”
• A “Sample Letter regarding Leases”
• A series of worksheets covering the following:o Worksheet #1 -Bank Account Listing
o Worksheet # 2 –Unpaid Bill Listing
o Worksheet # 3 – Service Contracts/Agreements
o Worksheet # 4 – Lease and/or Rental Agreements
o Worksheet # 5 –Lease/Rental Agreements of Parish Property
o Worksheet # 6 – Organizations using Parish Property
o Worksheet # 7 – Charge Accounts
o Worksheet # 7A – Memberships/Subscriptions
o Worksheet # 8 – Credit Cards
o Worksheet # 9 – Employment Listing
o Worksheet # 10 – Religious Stipend for Severance
o Worksheet # 11 – Priest’s Personal Inventory Worksheet
o Worksheet # 12 – Inventory Forms for Parishes – for items with a value over $500
- Parish Office
- Clergy Office
- Religious Education Office
o Worksheet # 13 – Financial Records List
o Worksheet # 14 – Contact Person Listing
o Worksheet # 15 – Vendor Listing for 1099 Misc. Form(s)
o Worksheet # 15A – Vendor Check Listing for 1099 Miscellaneous Forms
o Financial Records Box Label
o Worksheet # 16 – Church organ Worksheet
We also have included a Records Retention Schedule as I am certain that parishes will be able to dispose of many old records prior to closing. Please be certain to verify the time frame of the various records before destroying them by reference to the Records Retention Schedule.The standard diocesan policy regarding Patrimony will be in effect.
Since this is a road that few if any of us have travelled before, I am sure that many questions will arise during this process. Steve Perlaky and Peggy Constant at the diocese will be available to assist you. Steve and Peggy plan to visit each parish impacted by the closings within the next several weeks. In the meantime, please call us as issues arise. We can be reached at:
Steve Perlaky – 413-452-0692 (Office); 413-478-8330 (Cell)
Peggy Constant – 413-452-0634 (Office); 413-205-9323 (Cell)
Closing Procedures for a Parish
Sample Letter regarding Leases
