1. Staff/Pastor/Parish Relations Committee

2. for the transformation
Mission of the Church
Mission of the Church
Making disciples of
Jesus Christ
for the transformation
of the world
Local church
provides the most
significant place
for discipleship
Love of God and
Love of neighbor
are the foundation
Ministry is:
welcoming, leading,
nurturing & sending

3. The Staff/Pastor-Parish Relations Committee (S/PPRC) is the administrative unit in the local church where staff and congregational interests are integrated to focus on the mission of the church.

4. Clarifying Terms
If the church only has a pastor and no employed staff, the committee is called an PPRC
If the church has any employed staff in addition to the pastor, then it is a SPPRC
The Pastor-Parish Relations Committee, (PPRC) is truly a Staff-Parish Relations Committee, (SPPRC) because the Committee relates to all staff, both Bishop appointed and employed staff

5. Clarifying Terms The terms are interchangeable
The S/PPRC has some of the same functions of a personnel office or Human Resources department in other organizations. There are some legal and risk management issues for which the S/PPRC has responsibility.

6. Who S/PPRC is… Professing members of the local church
(And/or) Associate Members of the local church
People engaged and attentive to their own maturing Christian spiritual development: in worship, giving of time, talent and treasure.
Elected by Charge
Conference
Lay Delegate to Annual Conference and Lay
Leader (voice & vote)
A representative and
lay leader from each church
on the charge
Discipline ¶ 258.2

7. Committee Basics (¶258.2): Membership Oversees the work of all staff
Divided into three year classes
Members shall be able to succeed themselves for one three-year term
Pastor should be present, unless s/he excuses self or if D.S. is in attendance
Between 5 and 9 persons (one shall be a young adult and one may be a youth)

8. Who S/PPRC cannot be… Immediate family members of
the pastor(s) or staff
More than one immediate family
member from the same household
Staff Members

9. Meetings Written, confidential “minutes”
At least quarterly
Pastor present, unless she/he voluntarily excuses self
Only with knowledge of Pastor and/or DS
Shall meet in closed
session – confidentiality is key
May meet with the DS without the Pastor or appointed staff (notification prior to meeting and consultation immediately after)

10. Meetings
The committee may meet in closed session upon request of the pastor, any other person accountable to the committee, the chairperson of the committee, or the District Superintendent.

11. Meetings continued
The pastor or any member of the staff under consideration shall be notified prior to such meeting at which their continued appointment or employment is discussed and be brought into consultation immediately thereafter.

12. Quorum
A quorum, by Discipline, is constituted by those who are present at any duly announced meeting. It is important for the committee to agree on what “duly announced” means. Are phone calls sufficient or must written notice be received, etc.

13. S/PPRC Functions What Really Matters
Meet regularly and often, with a prepared agenda
Communicate about expectations: congregational expectations and clergy/staff expectations
Establish a partnership with the Pastor
Advocate
for the Pastor and staff
Give honest
feedback to the
Pastor

14. Duties of Committee (¶258.2g)
Communication
Confer and counsel with Pastor & staff, advising them of ministry conditions
Interpret to congregation: preparation for ministry, Ministerial Education Fund apportionment
Continually interpret to people the nature and function of ministry
Counsel pastor &
staff on relationships
with congregation, priorities, skills, goals

15. Primary Duties
The committee constantly interprets to the pastor and to the congregation what the ministry of the church is. The congregation must understand what the minister’s role is and what their role is in ministry. Remember! It is not the task of the minister to be the church for the church but rather to help the whole church be in ministry together.

16. Primary Duties continued
To interpret to the congregation the nature of United Methodist ministry, including open itinerancy, preparation for ordained ministry and Ministerial Education Fund. To encourage and facilitate regular time-off, continuing education, vacations and spiritual renewal leave for pastors.

17. Primary Duties continued
Recommend additional staff positions. This recommendation should include a specific job description, compensation amounts, full or part time, etc. This recommendation then goes to the administrative council or board

18. Primary Duties continued
To identify and encourage persons called to ordained ministry. To confer with the pastor in developing job descriptions and hiring staff adequate for supporting the church’s ministry.

19. Primary Duties continued
To recommend to the Finance Committee compensation, benefits and costs associated with pastoral and lay staff.

20. Primary Duties continued
To confer with pastors and staff on matters pertaining to the effectiveness of ministry, including the use of gifts, skills, time, and the setting of priorities.

21. CONFER WITH PASTOR AND /OR STAFF
Primary Duties continued
CONFER WITH PASTOR AND /OR STAFF
Your task is to work with your pastor and staff and to help them succeed. If your pastor and staff succeed then you have succeeded in your task. See yourselves in a team relationship with your pastor and staff.

22. Primary Duties continued
Pastors need advisors, persons to suggest how best to handle some of the joys, concerns and issues of the congregation. The SPPRC is a support group for the pastor.

23. Duties of Committee: Personnel
Recommend to Council personnel policies and monitor compliance
Consult: pulpit supply, compensation, vacation, insurances, pension, housing - making recommendations to Council in light of Conference policies.
Develop and recommend to Council staff positions and job descriptions for staff other than pastor
Enlist, interview, evaluate, review, recommend: Lay Speakers, Candidates for Ministry and missionary service
Consult:
continuing education,
renewal
To encourage, monitor, and support clergy and lay staff pursuit of health and wholeness.

24. Personnel Policies for Lay Staff
Supervision
Guidelines for Communication and Accountability
What the
Discipline says
Benefits
for lay staff

25. Confidentiality / Integrity Issues
Issues are discussed during meetings, not between meetings
All matters under discussion are kept in strict confidence, i.e., a “safe” place
All input brought to the meeting is held in confidence, but is “owned” input, not anonymous input.
Careful reporting to Council of each meeting’s outcomes

26. CONFIDENTIALITY
This is one committee in the church that MUST have a covenant of confidentiality. It is essential that anyone can speak their mind and it not be spread throughout the congregation.

27. CONFIDENTIALITY
It is particularly important whenever discussions on church personnel take place. Everyone will want to know but it must be kept confidential until an appropriate time for distribution of information is determined.

28. CONFIDENTIALITY
This protects the staff and their families from hearing about personal issues before committee is ready to make the information public. This protects the congregation before the final decisions are made. This should be the first act of business – to agree to a covenant of confidentiality.

29. How to assess the pastor’s work
The SPRC is a representative body elected to support and to guide the pastor in his or her work. As a representative body the SPRC should never take opinion polls or surveys concerning the pastor. This bypasses the committee’s function and responsibility.

30. How to assess the pastor’s work
The SPRC may hear concerns, questions, suggestions from any member of the congregation. However these concerns must be brought to the committee by the church member, NOT sought out by the committee. In everything we do we must reflect a spirit of Christian love and kindness toward each other.

31. The Local Church Profile
The committee fills out the Local Church Profile (This should be done by the committee, not the pastor. Though not a Charge Conference Report, it will be due in the District Supt’s office along with other Charge Conference reports…). The SPPRC Assessment of the Pastor is a vital link to the process. Please take the task seriously.

32. Communicate with the District Superintendent
Be in ongoing contact with the District Superintendent regarding the life of the church. Contact the D.S. if you experience a need. Remember, the superintendent can’t help if they don’t know.

33. Steps for an Effective Evaluation
Chair and Pastor together write final report
Clarify boundaries and confidentiality
Complete the measurable characteristics worksheet
Prepare by reviewing the materials ahead of time

34. When there is a problem

35. When there is a problem
Creating Christian community is a constant process of fostering healthy, honest, communication within the body of Christ. Matthew 18:15-17 provides us with the model for resolving differences. In this spirit, the following guidelines are offered:

36. When there is a problem
STEP ONE
When a member of the congregation shares a concern about the pastor or a staff person with a SPPRC member, the member first asks if the person has shared the concern with the pastor or staff person.

37. When there is a problem
STEP TWO
If the answer is “no, I haven’t shared this concern with the pastor or staff person” the SPPRC member encourages the person to talk directly to the pastor or staff person and offers to accompany them.

38. When there is a problem
STEP THREE
If the answer is“yes, I have shared this with the pastor,”then the SPPRC member offers to go with the person to talk to the pastor again. Sometimes having a third party present helps the issues to be more clearly defined and allows the committee member to hear the pastor or staff person’s response.

39. When there is a problem
STEP FOUR
If the person refuses to go with the SPPRC member to confer with the pastor or staff person, then the SPPRC member offers to inform the pastor or staff person of the concern that has been shared, identifying the person by name so that the pastor can initiate an appropriate response.

40. When there is a problem
STEP FIVE
HOWEVER, if the person with the concern refuses permission for the SPPRC member to share the concern with the pastor or staff person and the name of the person with the concern, then the issue may be dropped and goes no further. If no names are shared, resolution cannot take place.
(Obvious exceptions to this guideline would be if allegations of sexual or other very serious misconduct are involved in which case the person bringing the complaint should be protected and the D.S. Should be contacted immediately.)

41. When there is a problem
If you have questions about personnel issues, please feel to contact the District Superintendent, particularly if there is the possibility of litigation.

42. Kinds of Evaluation
Relational (“Formative”) – helps the staff person move ahead. “What changes and enhancements can be made to build the pastor’s strengths in advancing the overall mission of the congregation?”
Pastor Assessment
Assessing (“Summative”) – moves toward a conclusion or judgment. “How well is this pastor advancing the mission of this congregation?”
Appointment Review

43. ¶340 – Book of Discipline: Duties of Elders and Local Pastors
Word and worship
Pastor’s Job Description
¶340 – Book of Discipline: Duties of Elders and Local Pastors
(If you have a deacon clergy member on staff, consult the Book of Discipline)
Sacrament
Service
Order

44. is through Conference website www.okumc.org
Profiles
Profiles:
Pastor and Church
Profiles are taken VERY seriously! Be honest and candid for the best results for everyone.
Laity are responsible for inputting, editing, and updating the Church and Community Profile
Profile utilization
is through Conference website

45. Annual recommendation to cabinet
Fill out form in early January with new S/PPRC only
Form is advisory
to Bishop and
Cabinet
Complete the Appointment Review conversation
Signatures of committee and Pastor together
No polls, petitions or straw votes

46. How we deploy pastors in the United Methodist Church?

47. The United Methodist way
The Bishop appoints
(sent vs. call system)
Itinerancy
Open Itinerancy:
Clergy are appointed and received without bias about race, ethnic origin, gender, color, disability, marital status, or age.
The Cross-Racial, Cross-Cultural Resource Team is available to consult with S/PPRC and clergy to start off on the right foot.

48. A “Sent” System
The United Methodist Church has a “Sent System” of deploying preachers. As part of their ordination vows, elders agree to make themselves available for appointment by the Bishop. The Bishop alone is empowered to make appointments.

49. In practice, the Bishop in consultation with the appointive cabinet (made up of the eight district superintendents and the assistant to the Bishop) make the appointments.

50. The United Methodist Church is committed to practicing an open itinerancy. Open itinerancy means appointments are made without regard to race, ethnic origin, gender, disability, marital status, or age (except for the provisions of mandatory retirement).

51. Appointment making
Is an on-going process and reviewed all year round. A pastoral change means the church can be better/as well served by a change. A pastoral continuation means church better/as well served by continuing. Pastor, SPPRC and superintendent will know at the same time. Becomes public as as soon as the appointment is fixed.

52. A“Consultative System”
The Bishop and district superintendents consult with churches and pastors in order to match the missional needs of the congregations with the gifts and skills of pastors.

53. A “Consultative System
Consultation with the SPRC will not involve discussion of the names of pastors who might be available for appointment, and consultation with a pastor will not involve discussion of the congregations to which the pastor might be appointed.

54. Advisory
The role of the local church Pastor/Parish Relations Committee is advisory.
They give recommendations to the bishop and cabinet concerning pastoral leadership in their local church.

55. How they decide
Local Church Profile and Pastor’s Assessment are key element in the process. Ongoing consultation with D.S. Pastor’s Profile is a key element in the process. Annual Consultation with D.S. Bishop and cabinet seek to combine the gifts and graces of pastoral leadership with the needs of the local church.

56. OKUMC Appointment Process Appointment Salary : $1 Salary $1 Pastor
Nominee
Salary $1
OKUMC
Appointment Process
Pastor
Nominee
Appointment Salary : $1
Salary $1
Pastor
Nominee
Salary $1
Pastor
Nominee
Salary $1

57. Self-care Covenant Accountability Parsonages or Housing Allowances
Support Systems
Self-care Covenant Accountability
(Prayer, vacation, days off, health, stress management, etc.)
Parsonages or Housing Allowances
(Good repair, privacy, meet Conference standards)
Spiritual Renewal Leaves and Continuing Education (goals and outcomes)
Lewis Pastoral Leadership Inventory
(A 360 Assessment:

58. Ways to care for the clergy and staff
Encouragement Take their days off to be with their families and for their own enjoyment It is easy for a congregation to expect clergy and/or staff person(s) to be available 24/7 to the neglect of their families and their own well being.

59. Advocating budget dollars for: Continuing Education
Ways to care for the clergy and staff
Advocating budget dollars for:
Continuing Education
Resources such as books and magazine subscriptions
A cell phone which will make them more accessible.

60. Ways to care for the clergy and staff
Advocate budget dollars for needed equipment to do their jobs (i.e. floor polisher, folding machine, computer, etc.) Appreciate your clergy and staff at Christmas with a planned gift so that it doesn’t appear as an afterthought.

61. Clergy Leaves
There are many different kinds of leaves of which a clergy can take advantage according to the UMC Book of Discipline.
Continuing Education & Spiritual Growth
Maternity or Paternity
Sabbatical

62. Oklahoma Annual Conference Guidelines
Clergy Leaves Guidelines
Oklahoma Annual Conference Guidelines
Vacation
Continuing Education
Renewal Leave

63. Clergy Leaves Guidelines
Time for vacation, continuing education and formational renewal are extremely important in the life of every person involved in professional ministry. There must be times for recreation, study and re-centering in each clergy person’s life.

64. Clergy Leaves Guidelines
The following guidelines are for all full-time clergy – licensed local pastors, probationary deacons, probationary elders, associate members, deacons in full connection and elders. The guidelines may also be useful to churches in establishing policies for lay professional workers.

65. Continuing Education
In accordance with ¶ of the 2016 Book of Discipline, each full-time clergy shall have at least one week in each annual conference year for a program of continuing education and spiritual growth.

66. Days Off
It is important for clergy to have a regular time away each week. Each clergy is encouraged to establish a schedule that includes at least one day a week, and preferably two, in which the clergy is not involved in the duties of clergy.

67. Vacation
All full-time clergy shall have four weeks of vacation time in each annual conference year. Unused vacation time does not accrue from year-to-year.

68. Calendar Flow Organize Committee
FIRST QUARTER
SECOND QUARTER
Organize Committee
(vice-chair, secretary)
Annual clergy evaluation – see OKUMC Conference model.
Discuss/fill out Appointment Preference form
Review job descriptions for lay staff
Parsonage Tour -- with Trustees
Calendar
Flow
Look at S/PPRC Goals for year
FORTH QUARTER
THIRD QUARTER
Budget work: salary, accountable reimbursement, continuing education, parsonage/HA other budget items that relate to “staff”
Look at goals being set for new year – how do they impact staff (priorities, training, division of tasks)
Look at long range plan for Pastor’s continuing education
Interview and recommend Lay Speakers, candidates for ministry, missionaries (or as needed)
Begin Appointment Review
Review action items coming out of Spring assessment
Evaluate year’s work of S/PPRC

69. IN REVIEW… Five Areas of Focus Clergy Annual Evaluation
Appointment Review, Profiles, Preference Forms
Personnel Policies for lay staff and applying the Discipline and Conference policies for clergy
Leadership Development
Support systems and appreciation for clergy and staff

70. Available to order from Cokesbury onlineat
More information available at:
resources/pastor-staff-parish-relations-committee
Questions?:
Contact your District Superintendent’s office or call the United Methodist Ministry Center