January, 2005

In the past six months there have unfortunately been a number of space/event reservation conflicts. We apologize for this. I know that some groups have been inconvenienced and perhaps some hard feelings have resulted.

We are presently implementing new computer software with which we will streamline our space/event reservation system.

We also have a new calendar coordinator, Ms. Mary Jo Arellano (an office volunteer) who will work with Sandy Gill and Lisa Borkoski in the organization of the parish calendar (Hereafter in this memo I will refer to these three persons as “Parish Office”). I trust that this should minimize, if not eliminate conflicts. At the outset of this implementation, I want to state several points:

1. Calendar and space/event reservation requests can now be made in two ways. First, you may obtain and complete a hard copy of the reservation request form at the parish office. This is to be submitted to the parish office and placed in the mail folder of the calendar coordinator. Second, you may also request a reservation electronically through the parish website. This request will automatically go to the parish office and calendar coordinator.
2. Please note; a request does not guarantee an approval of space and time. Please do not finalize your plans until that approval is given. A response will be given to your request within one week of the date of the request.
3. The reservation request form requires the date of the request. Thus, we will know the date on which each request has been made and this will be an additional help in the resolution of any potential conflicts. Normally, priority will be given to reservation requests on a first come/first served basis, with due regard to the attached statement on parish priorities.
4. A request for reservation of Kilduff Hall automatically includes reservation of the kitchen attached to Kilduff Hall. This will ordinarily preclude one group using the kitchen while another group is using Kilduff Hall.
5. Attached to this memo is a copy of the parish policy of priorities with space/event reservations. This policy will be used in resolving conflicts. We adopted this policy in the year 2003.
6. All conflicts will be resolved by the parish office.
7. If it is not apparent how certain conflicts can be resolved, a meeting of interested parties will be held.
8. Also attached to this memorandum is the normal timeline that we will follow for the approval of the overall parish calendar and of space/event reservation requests. The parish operates on a fiscal year that runs from July 1 through the following June 30. Our intention is to finalize the parish calendar in May prior to the beginning of the new fiscal year. Requests for the next fiscal year can be made at any time, but approval for those requests must be considered tentative and not final until the month of May when the entire calendar for the upcoming year is finalized.
9. Sometimes, even after approval is given, unforeseen conflicts may require the parish office to try to change the date or time of an event. We will try to avoid this, but if it is necessary, we ask for your understanding.

Msgr. G. Michael Schleupner