Presentation on theme: "Local Church PPR/SPR Committee Handbook"— Presentation transcript:
1 Local Church PPR/SPR Committee Handbook Utah/Western Colorado District ofthe Rocky Mountain Conference ofthe United Methodist Church
2 A Prayer for Pastor and People Gracious and Ever-loving God, help us to remember always that ours is a sacred trust from you as we seek to enhance relations between pastor and people. May we know we are in this relationship together with you. Guide us in our quest for honesty and fairness. Help us to be quick to listen and slow to judge. Strengthen us in our ability to sift through the petty as we seek to expose that which is worthy of our thought and attention. Inspire us to stick to issues and not stick it to each other. When things are going well, let us rejoice and be grateful. When things are not going so well, let us reaffirm our faith in Christ and patiently and lovingly work toward a solution. Teach us humility in all our working relationships and help us to exemplify the spirit of the Christ in dialogue and in deed. Give us strength, courage and understanding as we strive to be accountable as pastor and people. And let us forever be grateful that we are part of the United Methodist Church. We offer our prayer and thanksgiving in the name of Jesus. Amen. ~ Lonnie JohnstonPrayer – either use the one printed here or feel free to use your own
3 Why do we need training? To understand the role of the committee To help the committee address concerns in a healthy wayTo help the pastor to be as effective as possible in the churchTo help the church work more effectively with pastorsTo help us all become better church leadersOverview of the workshop.
7 Committee relationship with DS & bishop is advisory only SPRC confers with the DS and the church to determine how the best interests of church & pastor can be servedCommittee cooperates with the pastor, district superintendent, and bishopCommittee relationship with DS & bishop is advisory onlyThe Bishop, in consultation with the SPRC and the Cabinet, appoints pastorsSPRC is advisory only. The Bishop consults, and ultimately has the final decision.The 1st conversation regarding replacing a pastor (or staff member) should be directed to a member of the SPRC. SPRC should discuss with the Pastor (complete transparency and openness should be maintained.) The SPRC is the liaison between the congregation and the paid staff, and they need to be the staff’s advocate. The charge of the SPRC is to help the Pastor and staff succeed in their positions.
8 True or False?The SPRC does not have to meet unless there is a crisis in pastoral leadership.
24 SPRC role is to: • Enlist • Interview • Evaluate • Review • And recommend annually to charge conference lay ministers & persons for candidacy for ordained ministryWho in the church is actively identifying candidates for ministry? Long term, this is an important function of the committee.
25 True or False?The SPRC is the group in the church charged to interpret the work of the Ministerial Education Fund to the congregation.
27 SPRC interprets to congregation the process of preparation for ordained ministryand the role of the Ministerial Education Fund
28 True or False?The SPRC has the responsibility of developing and updating regularly a personnel policy manual for all church employees.
29 TrueGood question = “Do you have one?” If they do not have a policy manual, urge them to start one. (See Sample) Many of the policies are already set by the conference.In regards to compensation, the Finance Committee NEVER has the last say. Administrative Board/Church Council has the last say about most church decisions, unless the issue needs to go to the Charge Conference. The SPRC only makes recommendations.
30 True or False?When a vacancy occurs in pastoral leadership, the Bishop provides a list of available clergy names, which the SPRC prioritizes for interviews.That’s what you wish!
34 Ask congregants leading questions The SPRC should cultivate an art of listening to the congregation to assess the effectiveness of the pastor. They should NOT:Poll the churchAsk congregants leading questionsHold a “town hall” styled meeting to assess the pastor’s popularityInvite and share anonymous complaints about the pastor or staffIt is important to keep in mind that this is not a popularity contest. The SPRC needs to make an assessment of the situation to determine how wide spread any sentiment is, but they need to be careful to assure that it is done in a fair and healthy manner. A ‘Town Hall Meeting’ format is unhealthy and never works. Using an assessment tool or survey is also unhealthy.34
35 Be non-anxious in conflict Share complements as well as complaints The SPRC SHOULD:Listen, listen, listenWeigh complaints and determine whether a problem is shared by many or only a fewBe non-anxious in conflictShare complements as well as complaintsInvite conversation around the strengths and gifts of the pastorBe specific in addressing problems; avoid generalities and sharing anonymous commentsThe best approach may be to discreetly poll individual members with questions like “How’s the church working for you?” and listen carefully to the answers.35
36 True or False?Conflict should be avoided, if possible, to maintain harmony in the church.
38 Where two or more are gathered together, there will be conflict Where two or more are gathered together, there will be conflict. When addressed with genuine care and consideration, conflict can be beneficial to the health of the church and the pastor. Guidelines to help with “holy conferencing” can be found in the resources section of this presentation.This resource is found on the district web site.38
39 An ordained deacon is a layperson who plans activities at the church. True or False?An ordained deacon is a layperson who plans activities at the church.
41 Authorized by the Church Deacons are persons:Called by GodAuthorized by the ChurchOrdained by the bishop to a lifetime ministry of Word & Service to both community & congregation in ministry that connects the two.Deacons and Elders are both clergy. Deacons generally have specialized ministries such as music, youth, etc. They are hired by the church and appointed later. They do have to have approved training.
42 Ministry of Deacon Ordained to Word and service Gives leadership in the church’s lifeCalled and set apart for ministry of serviceConference membershipAppointment42
43 True or False?An ordained elder is at least 55 years old and teaches younger clergy how to be pastors.
45 Elders are persons:Called by GodAuthorized by the ChurchOrdained by the bishop to Word, Sacrament and Order.
46 Ministry of Elder Ordained to Word, sacrament and order Give spiritual & temporal leadership in the church’s lifeAre members of the conference rather than the local churchAre appointed by the bishopAre eligible for consideration as a Bishop46
47 True or False?A licensed Local Pastor can perform fully as a pastor of the church where he/she is appointed.
49 Licensed Local Pastor May perform all duties of a pastor, including: Sacraments of baptism, Holy CommunionService of marriage, burial, confirmation, membership receptionLicense may be renewed annuallyUpon completion of the Course of Study, a Local Pastor may apply for Associate Membership.
50 A Certified Lay Minister is appointed by the bishop. True or False?A Certified Lay Minister is appointed by the bishop.
52 A certified Lay Minister is a layperson who is assigned by the district superintendent to a variety of ministries within the local church.52
53 Certified Lay Minister May preach the Word, provide a care ministry, assist in program leadership, serve as a part of the ministry team & must:Be recommended by local church pastorComplete Lay Ministry TrainingDemonstrate appreciation of history, polity, doctrine, worship & liturgy of UMC through service in local churchComply with application & certification processMany Certified Lay Speakers go on to become Lay Ministers. Educational requirements for each is different.
54 An SPRC meeting is closed to persons not elected to the committee. True or False?An SPRC meeting is closed to persons not elected to the committee.
56 Meetings of the SPRC deal with many sensitive issues, such as staff performance, relationship problems and other human resources topics. Members may be asked to keep some of the conversation confidential. Minutes are kept, but should not be distributed throughout the congregation if they contain sensitive material.56
57 The SPRC must walk through the parsonage every year. True or False?The SPRC must walk through the parsonage every year.
59 Church-owned parsonages must be kept up to minimal conference standards. The SPRC should walk through the parsonage annually to assess the condition and maintenance needs of the home and work with the Board of Trustees to ensure that repairs are completed in a timely manner. Pastors, too, have responsibility to be “good tenants” when living in a parsonage.59
60 The Role of the SPRCProvides leadership integrating staff and congregational interests focusing on the mission of the churchConnects communicationsCongregationDistrict Superintendent/CabinetAssures healthy spiritual leadership and lay service to the church60
61 The SPRC is Responsible to The PastorTo support, encourage and help the pastor to succeed in the churchTo recommend and support the pastor’s professional growthThe CongregationTo interpret the work of the pastor(s) and/or lay staff to the congregation and to listen to their concernsThe Conference CabinetTo help ensure a healthy relationship between pastor(s) and congregationProfessional growth includes continuing educational opportunities. Continuing education is a requirement for all pastors, and the SPRC can take an active role in recommending certain educational areas of focus for the pastor and in finding funding for educational workshops and seminars.61
62 United Methodist Church Episcopacy: Bishops elected and consecrated by jurisdictional & central conferences; empowered to make all appointments in episcopal areaBook of Discipline – UM book of law, plan, government and process. Can only be amended by General ConferenceConference Guidelines – summary of authority/responsibilities of PPR/SPR
63 RolesBishopSuperintending officer and spiritual leader of Annual ConferenceDistrict Superintendent (DS)Presiding elder appointed by Bishop and assigned to responsibilities of oversight and supervision within a district, serving as an extension of Bishop’s officeCabinetBishop, Superintendents, and Director of Appointed Leader Development who serve on Annual Conference in the appointive processStaff/Pastor-Parish Relations Committee (SPRC)Responsible in local church for support and evaluation of all paid staff, including pastor(s)63
65 SPRC Rhythm of the Year ITEM J F M A S O N D Budget x Parsonage Review Advisory ReportEvaluation/AssessmentContinuing Education/Spiritual RenewalCounseling/Concerns/ IssuesInterpretationSPRC TrainingCandidacyProfileIt is suggested that the committee create an annual calendar to address these items. More about the advisory report and the pastor’s evaluation is found in the appendix.The Profile should be reviewed annually and revised every three years.
67 First Quarter (January – March) Provide training for new SPRC membersUpdates “Church and Pastoral Profile”Explore nature and function of Church and ministryReview pastoral and staff duties which are being performed, negotiate prioritiesConsult with District Superintendent with any information you wish to share regarding pastoral appointments
68 Church & Pastoral Profile Brief but completeIdentifies problems, forecasts trendsIncludes demographic & financial informationIdentifies church- specific needs for pastoral leadershipHelps when selecting a new pastor.6868
70 Second Quarter (April – June) Review church’s/charge’s plan of mission and ministryAssign individual SPRC members to relate to pastor(s) and staff membersShare formal and informal evaluation of church’s ministry as ascertained from various segments and individuals in congregationComplete “Clergy Evaluation” for each pastorArrange for parsonage tour with parsonage family(ies) and chairperson of Board of Trustees for maintenance needsIf there is a change in pastoral appointments, make plans forExpressions of appreciation to outgoing pastor and family,Welcoming incoming pastor and family, andMoving arrangementsIt is suggested that an SPRC member be assigned as the advocate for each staff member. Schedule a regular meeting, go to lunch, have a cup of coffee, etc. and discuss “How’s it going? What can we do to help you do your job?” type questions. Remember, the primary objective of the SPRC is to help each staff member succeed in their job.Peer accountability is the biggest liability for a Pastor. The SPRC should insist that the Pastor have some peer accountability.
72 Third Quarter: July-September Review present compensation for pastor and staff, review benefitsComplete pastor/staff evaluationsInterview local church candidates for ministryMeet and get to know Certified Lay Leaders in congregationLiaison reportsQuarterly in-service trainingCoordinate with Church Council regarding Church goals and resulting staff needsIt is important that the SPRC does constructive, annual evaluations.
74 Fourth Quarter (October – December) Consult with District Superintendent prior to December 1 with any information you wish to share regarding pastoral appointmentsDistrict Superintendent will meet with SPRC if requestedComplete “Appointment Advisory Form, Staff/Parish Relations Committee”Send to District Superintendent by December 1After Charge Conference, compare local church mission statement and goals with pastor(s) and staff job descriptionsRevise job descriptions as needed
75 Fourth Quarter (continued) Evaluate SPRC’s work during yearAllow pastor(s) and staff members to give their evaluation of SPRC’s workAgree on year-end report to Administrative Board/CouncilExpress appreciation to any members leaving SPRCConsider appropriate Christmas gifts for pastor(s), their families and staff members
77 Resources Book of Discipline Trainings & References Committee on S/PPR Ordained DeaconOrdained ElderLocal Church PropertyCandidacy for Licensed and Ordained MinistryEvaluation for Continuing FormationChange of Conference RelationshipTrainings & ReferencesIntentional Interim PastoratesSuggestions for Smooth TransitionConflict ResolutionChild CareCreating Sanctuary (Ethics)After-Pastor
78 Web Links1. The clergy compensation form can be found at:2. The clergy evaluation form can be found at:3. The clergy continuing education form can be found at: http://rmcumc.org/CHI/DistrictSites/Forms/ContEdReport.pdf4. The annual parsonage walk-through form can be found at:5. The church & pastoral profile form can be found at:6. The candidacy process checklist can be found at:
79 Web Links, cont.7. Everything you want to know about the United Methodist system of ordaining clergy and consecrating Certified Lay Ministers.8. The Utah/Western Colorado Web site.9. This PowerPoint presentation may be found at10. “Holy Conferencing” guidelines to help the SPRC have healthier conflict:
82 Components of Clergy Effectiveness LeadershipCommunitySpiritualityTransformationService
83 Measuring & Resourcing Effectiveness PurposeGrowth and development of both individual clergy and congregations so that all might work together to be formed as disciples of Jesus Christ and to offer the path of faith to others
84 Measuring & Resourcing Effectiveness Resources for Sustaining EffectivenessPeer accountabilityPreventive and proactive aspects of Conference Health PlanQuadrennial ethical training (Creating Sanctuary)Appointment exit interviewsTransition check listVacation, study leave, sabbaticalParticipation in RMC functionsMentors
86 Three Parts to Evaluation Congregation’s evaluation of its own mission and ministry, completed by teamClergy self-evaluationClergy evaluation8686
87 Components of Congregational Effectiveness WorshipNurture/EducationServiceEvangelismStewardshipAdministration8787
88 Measuring & Resourcing Effectiveness Tools for Measuring EffectivenessYearly SPRC evaluation of clergy and congregationYearly supervisorymeeting of clergy andDistrict Superintendent88
89 Not a Test, But an Opportunity to: Identify and build on strengthsIdentify challenging behaviors or attitudesAffirm gifts and graces of pastor/deacon and congregationIdentify areas limiting growth and developmentSet priorities for ministry
90 Congregational Evaluation Completed in its entirety every 3 yearsDuring interim, Administrative/Church Council revisits strengths, skills to be improved, and actions, continuing to work on these areas for further transformation of congregationEvaluates congregation’s progress in making disciples of Jesus Christ for transformation of worldCompleted by team (clergy, SPRC chairperson, church council chairperson, lay leader)Team shares evaluation with SPRC for clarificationSynopsis is reported to church council and congregation by church council chairperson
91 Clergy Self-Evaluation Completed by clergy being evaluatedShared with SPRC for further dialogue and clarificationFrom time to time, it is appropriate to modify information based on conversation and clarification with SPRC
92 Clergy EvaluationEach SPRC member completes an evaluation for each clergy serving congregationSPRC meets to review clergy’s self-evaluation(s), collate their own responses, reflect together, and agree upon final clergy evaluationSPRC meets with clergy to share evaluationFor associate pastor(s)/staff member(s):Lead clergy may be part of evaluation processEvaluation shared with associate pastor(s)/staff member(s) with lead clergy present9292
93 Evaluation Process Timeline Senior clergy and SPRC chairperson set dates for evaluation processClergy complete(s) self-evaluationTeam completes congregation’s evaluationSPRC members complete clergy evaluationSPRC meets to reach agreement on clergy evaluation and presents to clergyCompleted evaluations sent to District Superintendent
94 Tips for EvaluationsBegin with prayer to discern Holy Spirit’s guidance.Focus on entirety of clergy’s ministry in given year, not on isolated events/activities.Focus on professional and ministry concerns, not on personal issues.Be honest with yourself and person you are evaluating.Identify specific examples and actions that illustrate positive ministry and areas for improvement by clergy/congregation.Identify concrete steps that will lead to better future, rather than vague desires/activities that will not generate growth and development.
96 SupervisionSupervision is for Elders, Deacons, Licensed Local Pastors, and Certified Lay MinistersIs done annuallyAppointment Exit InterviewTransition Checklist96
97 Candidacy Status Inquiring Exploring Declared Certified Applying for Provisional MembershipLocal PastorFull Membership and Orders9797
98 Candidacy ProcessProcess of qualification of full members of Annual ConferenceCandidacy for MinistryLocal church membership for at least 1 yearActive in leadership for 2 yearsRecommendation of local church SPRCWork with mentoring clergyPsychological screeningVocational testing and counselingApproval by District Committee on Ministry9898
99 Candidacy Process (continued) Order and Annual Conference MembershipContinuing candidacy for at least 1 yearRecommendation for District Committee on MinistryApplication to and approval by conference Board of Ordained Ministry for Provisional Membership and Commissioning to either Elders or Deacons OrdersMinimum of 2 years (maximum of 8) provisional membership under appointment and supervised by district superintendent
100 Key Concepts of Appointment Appointment process is every yearAnnual Conference membership of clergyCovenant to appointItinerancy
101 Qualifying & Appointing Clergy AssumptionsProcess of qualifying clergy is adequate through Board of Ordained MinistryAppointive Cabinet has knowledge of local church profiles/needs, of gifts and graces of Annual Conference clergy members, and of Annual Conference needs adequate to make constructive matchesAppointive Cabinet works with integrity to meet requirements of profiles, following “Covenantal Values of Appointment Making”
102 Qualifying & Appointing Clergy (continued) Ongoing Evaluation & SupportEvaluationProcess leading to semi-annual advisory form sent by local SPRC to district superintendentProcess leading to annual advisory form sent by pastor to district superintendentSupportThere are many structures of support in which local church and annual conference participate togetherPeer-Evaluation in Supportive ContextProfessional Discernment Process, reflection with peersDistrict Superintendent conducts supervisory interviews annually with each appointed leader
103 Appointive Values of the Rocky Mountain Conference Cabinet Connectional VisionLocal CongregationsCabinet TeamworkTransformation in Each Ministry SettingJustice in Appointment-Making
104 Appointive ProcessDistrict Superintendent (DS) confers with SPRC to update church’s profileDS consults with clergy to update clergy profileDS consults with cabinet to identify pastor to be appointedDS confers with pastor to be appointed about possible appointmentDS notifies SPRC chairperson that cabinet has identified pastor whom bishop intends to appointMeeting of SPRC scheduled to introduce pastor appointee
105 Appointive Process (continued) DS meets with SPRC and pastor appointee for introductionSPRC and pastor appointee are invited to give feedbackDS reports results of introduction to CabinetIf Bishop and Cabinet determine appointment should not be carried out, process repeats until Bishop makes and fixes appointmentBishop’s office announces decisionFirst to all parties directly involved (Cabinet, pastor, SPRC)Announcement to congregations involvedPublic announcement through Conference internet system
106 Appointment Process for Deacons Discernment of SPRCIn consultation with Cabinet and deaconDiscernment of deaconIn consultation with Cabinet and SPRCRecommendation goes to BishopDeacons may seek appointments across a variety of ministry settings106106
107 Compensation, Benefits & Leave Conference Minimum Base CompensationHousing/ParsonagePackage BuildingShort-Term Equitable Compensation SupportForm completed by SPRC to include above
108 Accountable Reimbursement Plan Policy Q’s & A’s in bookMinistry Expense ReportChurch budgeting and accounting for ministry expensesFinancial support package for minister
112 Clergy Appointment Advisory Clergy completes “Appointment Advisory Form”Submit to District Office by December 1SPRC completes “Appointment Advisory Form”Before submission, clergy and SPRC discuss their respective forms. (The conversation is all-important.)