Local Church PPR/SPR Committee

Handbook

Utah/Western Colorado District ofthe Rocky Mountain Conference of

the United Methodist Church

1

A Prayer for Pastor and PeopleGracious 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 Johnston

2

Why do we need training?

• To understand the role of the committee• To help the committee address concerns

in a healthy way• To help the pastor to be as effective as

possible in the church• To help the church work more

effectively with pastors• To help us all become better church

leaders

3

TRUE OR FALSE?

4

5

True or False?

When a church wants a new pastor,

the SPRC chairperson holds a meeting

with the congregation to take a vote.

False

6

7

•SPRC confers with the DS and the church to determine how the best interests of church & pastor can be served •Committee cooperates with the pastor, district superintendent, and bishop•Committee relationship with DS & bishop is advisory only•The Bishop, in consultation with the SPRC and the Cabinet, appoints pastors

8

True or False?

The SPRC does not have to meet unless there is a crisis in pastoral

leadership.

False

9

10

•The committee shall meet at least quarterly.

11

True or False?

At least one youth or young adult should

serve on the SPRC.

True

12

13

One of the members shall be a young adult and one member may

be a youth.

14

True or False?

If the pastor’s spouse is the lay member of annual conference,

then s/he can serve on the SPRC.

False

15

16

No staff member or immediate family member of a pastor or staff

member may serve on the committee.

17

True or False?

Since the Lay Member to Annual Conference and the Lay Leader

serve as committee members by virtue of their offices, they do not

have a vote.

False

18

19

True or False?

The SPRC may meet only with the knowledge of the pastor and/or

the district superintendent.

True

20

21

Committee meets only with the knowledge of the pastor and/or

DS.

22

True or False?

The SPRC annually enlists and recommends persons from their

congregation for ordained ministry.

True

23

24

SPRC role is to:• Enlist • Interview• Evaluate • Review• And recommend annually to charge conference lay ministers & persons for candidacy for ordained ministry

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.

True

26

27

SPRC interprets to congregation the

process of preparation for ordained ministry

and 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.

True

29

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.

False

31

32

True or False?

The SPRC should poll the congregation every year to determine whether or not to

keep their pastor.

False

33

The SPRC should cultivate an art of listening to the congregation to assess the effectiveness of the pastor. They should NOT:

• Poll the church• Ask congregants leading questions• Hold a “town hall” styled meeting

to assess the pastor’s popularity• Invite and share anonymous

complaints about the pastor or staff

34

The SPRC SHOULD:• Listen, listen, listen• Weigh complaints and determine whether

a problem is shared by many or only a few

• Be non-anxious in conflict• Share complements as well as complaints• Invite conversation around the strengths

and gifts of the pastor• Be specific in addressing problems; avoid

generalities and sharing anonymous comments

35

36

True or False?

Conflict should be avoided, if possible, to maintain harmony in

the church.

False

37

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.

38

39

True or False?

An ordained deacon is a layperson who plans activities at

the church.

False

40

41

Deacons are persons:

•Called by God•Authorized by the Church•Ordained by the bishop to a lifetime ministry of Word & Service to both community & congregation in ministry that connects the two.

Ministry of Deacon• Ordained to Word

and service• Gives leadership in

the church’s life• Called and set apart

for ministry of service

• Conference membership

• Appointment42

43

True or False?

An ordained elder is at least 55 years old and teaches younger

clergy how to be pastors.

False

44

45

Elders are persons:

•Called by God•Authorized by the Church•Ordained by the bishop to Word, Sacrament and Order.

Ministry of Elder• Ordained to Word,

sacrament and order• Give spiritual & temporal

leadership in the church’s life

• Are members of the conference rather than the local church

• Are appointed by the bishop• Are eligible for

consideration as a Bishop

46

47

True or False?

A licensed Local Pastor can perform fully as a pastor of the

church where he/she is appointed.

True

48

Licensed Local Pastor May perform all duties of a pastor,

including:• Sacraments of baptism, Holy

Communion• Service of marriage, burial,

confirmation, membership reception• License may be renewed annually • Upon completion of the Course of Study,

a Local Pastor may apply for Associate Membership.

49

50

True or False?

A Certified Lay Minister is appointed by the bishop.

False

51

A certified Lay Minister is a layperson who is assigned by the district superintendent to a variety of ministries within the local church.

52

Certified Lay MinisterMay 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 pastor• Complete Lay Ministry Training• Demonstrate appreciation of history,

polity, doctrine, worship & liturgy of UMC through service in local church

• Comply with application & certification process 53

54

True or False?

An SPRC meeting is closed to persons not elected to the

committee.

True

55

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

True or False?

The SPRC must walk through the parsonage every year.

True

58

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

The Role of the SPRC• Provides leadership integrating staff

and congregational interests focusing on the mission of the church

• Connects communications–Congregation–District Superintendent/Cabinet

• Assures healthy spiritual leadership and lay service to the church

60

The SPRC is Responsible to

• The Pastor– To support, encourage and help the pastor to

succeed in the church– To recommend and support the pastor’s

professional growth• The Congregation

– To interpret the work of the pastor(s) and/or lay staff to the congregation and to listen to their concerns

• The Conference Cabinet– To help ensure a healthy relationship

between pastor(s) and congregation61

United Methodist Church • Episcopacy: Bishops elected and

consecrated by jurisdictional & central conferences; empowered to make all appointments in episcopal area

• Book of Discipline – UM book of law, plan, government and process. Can only be amended by General Conference

• Conference Guidelines – summary of authority/responsibilities of PPR/SPR

62

Roles• Bishop

– Superintending officer and spiritual leader of Annual Conference

• District 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 office

• Cabinet– Bishop, Superintendents, and Director of

Appointed Leader Development who serve on Annual Conference in the appointive process

• Staff/Pastor-Parish Relations Committee (SPRC)– Responsible in local church for support and

evaluation of all paid staff, including pastor(s) 63

YEARLY MEETING SCHEDULE EXAMPLE 64

SPRC Rhythm of the YearITEM J F M A M J J A S O N D

Budget x x x

Parsonage Review x x x

Advisory Report x x x

Evaluation/Assessment x x x

Continuing Education/Spiritual Renewal

x x x

Counseling/Concerns/ Issues

Interpretation

SPRC Training

Candidacy x x x

Profile x x x65

FIRST QUARTER

66

First Quarter(January – March)

• Provide training for new SPRC members• Updates “Church and Pastoral Profile”• Explore nature and function of Church

and ministry• Review pastoral and staff duties which

are being performed, negotiate priorities

• Consult with District Superintendent with any information you wish to share regarding pastoral appointments

67

Church & Pastoral Profile

• Brief but complete• Identifies problems,

forecasts trends• Includes

demographic & financial information

• Identifies church- specific needs for pastoral leadership

68

SECOND QUARTER

69

Second Quarter (April – June)

• Review church’s/charge’s plan of mission and ministry• Assign individual SPRC members to relate to pastor(s)

and staff members• Share formal and informal evaluation of church’s

ministry as ascertained from various segments and individuals in congregation

• Complete “Clergy Evaluation” for each pastor• Arrange for parsonage tour with parsonage family(ies)

and chairperson of Board of Trustees for maintenance needs

• If there is a change in pastoral appointments, make plans for – Expressions of appreciation to outgoing pastor and

family, – Welcoming incoming pastor and family, and – Moving arrangements

70

THIRD QUARTER

71

Third Quarter: July-September

• Review present compensation for pastor and staff, review benefits

• Complete pastor/staff evaluations• Interview local church candidates for

ministry • Meet and get to know Certified Lay Leaders

in congregation• Liaison reports • Quarterly in-service training• Coordinate with Church Council regarding

Church goals and resulting staff needs

72

FOURTH QUARTER

73

Fourth Quarter (October – December)

• Consult with District Superintendent prior to December 1 with any information you wish to share regarding pastoral appointments– District Superintendent will meet with SPRC if

requested• Complete “Appointment Advisory Form,

Staff/Parish Relations Committee”– Send to District Superintendent by December 1

• After Charge Conference, compare local church mission statement and goals with pastor(s) and staff job descriptions– Revise job descriptions as needed 74

Fourth Quarter (continued)

• Evaluate SPRC’s work during year–Allow pastor(s) and staff members to

give their evaluation of SPRC’s work• Agree on year-end report to

Administrative Board/Council• Express appreciation to any members

leaving SPRC• Consider appropriate Christmas gifts for

pastor(s), their families and staff members

RESOURCES

76

Resources• Book of Discipline

– Committee on S/PPR– Ordained Deacon– Ordained Elder– Local Church Property– Candidacy for Licensed

and Ordained Ministry– Evaluation for

Continuing Formation– Change of Conference

Relationship

• Trainings & References– Intentional Interim

Pastorates– Suggestions for

Smooth Transition– Conflict Resolution– Child Care– Creating Sanctuary

(Ethics)– After-Pastor

77

78

1. The clergy compensation form can be found at: http://rmcumc.org/rmc/forms/427-clergy-compensation-form-2010.html

2. The clergy evaluation form can be found at:http://rmcumc.org/rmc/forms/570-clergy-evaluation-2010.html

3. The clergy continuing education form can be found at: http://rmcumc.org/CHI/DistrictSites/Forms/ContEdReport.pdf

4. The annual parsonage walk-through form can be found at:http://rmcumc.org/rmc/forms/66-church-or-charge-conference-forms.html

5. The church & pastoral profile form can be found at:http://rmcumc.org/rmc/forms/379-profile-forms.html

6. The candidacy process checklist can be found at: http://rmcumc.org/COI/BOM/forms/Candidacy%20Process%20Checklist%202009  

Web Links

79

7. Everything you want to know about the United Methodist system of ordaining clergy and consecrating Certified Lay Ministers. http://www.gbhem.org/site/c.lsKSL3POLvF/b.3463037/k.B0E1/Ordained_Ministry.htm  

8. The Utah/Western Colorado Web site. http://utahwestco.weebly.com/index.html

9. This PowerPoint presentation may be found at http://utahwestco.weebly.com/church-resources.html

10. “Holy Conferencing” guidelines to help the SPRC have healthier conflict: http://utahwestco.weebly.com/church-resources.html

Web Links, cont.

Appendices

• Appendix 1 - Clergy Effectiveness (slide 68)• Appendix 2 - Appointment Process (slide 82)• Appendix 3 - Clergy Continuing Formation

(Education) (slide 96)• Appendix 4 - Clergy Appointment Advisory

(slide 98)

80

Clergy Effectiveness

Appendix 1

81

Components of Clergy Effectiveness• Leadership• Community• Spirituality• Transformation• Service

82

Measuring & Resourcing

Effectiveness• Purpose–Growth 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

83

Measuring & Resourcing Effectiveness

• Resources for Sustaining Effectiveness– Peer accountability– Preventive and proactive aspects of Conference

Health Plan– Quadrennial ethical training (Creating Sanctuary)– Appointment exit interviews– Transition check list– Vacation, study leave, sabbatical– Participation in RMC functions–Mentors

84

ASSESSMENT & CLERGY ROLES 85

Three Parts to Evaluation

• Congregation’s evaluation of its own mission and ministry, completed by team

• Clergy self-evaluation

• Clergy evaluation

86

Components ofCongregational Effectiveness

• Worship• Nurture/

Education• Service• Evangelism• Stewardship• Administration

87

Measuring & Resourcing Effectiveness

• Tools for Measuring Effectiveness–Yearly SPRC evaluation of clergy

and congregation–Yearly supervisory meeting of clergy and District Superintendent

88

Not a Test, But an Opportunity to:

• Identify and build on strengths • Identify challenging behaviors or

attitudes • Affirm gifts and graces of

pastor/deacon and congregation• Identify areas limiting growth and

development• Set priorities for ministry

89

Congregational Evaluation

• Completed in its entirety every 3 years– During interim, Administrative/Church Council revisits

strengths, skills to be improved, and actions, continuing to work on these areas for further transformation of congregation

• Evaluates congregation’s progress in making disciples of Jesus Christ for transformation of world

• Completed by team (clergy, SPRC chairperson, church council chairperson, lay leader)– Team shares evaluation with SPRC for clarification

• Synopsis is reported to church council and congregation by church council chairperson

90

Clergy Self-Evaluation

• Completed by clergy being evaluated

• Shared with SPRC for further dialogue and clarification–From time to time, it is

appropriate to modify information based on conversation and clarification with SPRC

Clergy Evaluation• Each SPRC member completes an evaluation for

each clergy serving congregation• SPRC meets to review clergy’s self-evaluation(s),

collate their own responses, reflect together, and agree upon final clergy evaluation

• SPRC meets with clergy to share evaluation• For associate pastor(s)/staff member(s):– Lead clergy may be part of evaluation process– Evaluation shared with associate pastor(s)/staff

member(s) with lead clergy present

92

Evaluation Process Timeline

• Senior clergy and SPRC chairperson set dates for evaluation process

• Clergy complete(s) self-evaluation• Team completes congregation’s

evaluation• SPRC members complete clergy

evaluation• SPRC meets to reach agreement on clergy

evaluation and presents to clergy• Completed evaluations sent to District

Superintendent

93

Tips for Evaluations• Begin 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.

94

Appointment Process

Appendix 2

95

Supervision

• Supervision is for Elders, Deacons, Licensed Local Pastors, and Certified Lay Ministers

• Is done annually• Appointment Exit

Interview• Transition Checklist

96

Candidacy Status

• Inquiring• Exploring• Declared• Certified• Applying for Provisional

Membership• Local Pastor• Full Membership and Orders

97

Candidacy ProcessProcess of qualification of full members of

Annual Conference–Candidacy for Ministry• Local church membership for at least 1 year• Active in leadership for 2 years• Recommendation of local church SPRC•Work with mentoring clergy–Psychological screening–Vocational testing and counseling

• Approval by District Committee on Ministry

98

Candidacy Process (continued)

–Order and Annual Conference Membership• Continuing candidacy for at least 1 year • Recommendation for District Committee on Ministry• Application to and approval by conference Board of Ordained Ministry for Provisional Membership and Commissioning to either Elders or Deacons Orders•Minimum of 2 years (maximum of 8) provisional membership under appointment and supervised by district superintendent

Key Concepts of Appointment

• Key Concepts–Appointment process is

every year–Annual Conference

membership of clergy–Covenant to appoint– Itinerancy

100

Qualifying & Appointing Clergy

• Assumptions–Process of qualifying clergy is adequate

through Board of Ordained Ministry–Appointive 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 matches–Appointive Cabinet works with integrity

to meet requirements of profiles, following “Covenantal Values of Appointment Making”

Qualifying & Appointing Clergy (continued)• Ongoing Evaluation & Support

– Evaluation• Process leading to semi-annual advisory

form sent by local SPRC to district superintendent• Process leading to annual advisory form sent

by pastor to district superintendent– Support• There are many structures of support in

which local church and annual conference participate together

– Peer-Evaluation in Supportive Context• Professional Discernment Process, reflection

with peers– District Superintendent conducts supervisory

interviews annually with each appointed leader102

Appointive Values of the Rocky Mountain Conference

Cabinet• Connectional Vision• Local Congregations• Cabinet Teamwork• Transformation in Each

Ministry Setting• Justice in Appointment-Making

103

Appointive Process

• District Superintendent (DS) confers with SPRC to update church’s profile– DS consults with clergy to update clergy profile

• DS consults with cabinet to identify pastor to be appointed

• DS confers with pastor to be appointed about possible appointment

• DS notifies SPRC chairperson that cabinet has identified pastor whom bishop intends to appoint–Meeting of SPRC scheduled to introduce pastor

appointee

104

Appointive Process (continued)• DS meets with SPRC and pastor appointee for introduction– SPRC and pastor appointee are invited to give feedback

• DS reports results of introduction to Cabinet– If Bishop and Cabinet determine appointment should

not be carried out, process repeats until Bishop makes and fixes appointment

• Bishop’s office announces decision– First to all parties directly involved (Cabinet, pastor,

SPRC)– Announcement to congregations involved– Public announcement through Conference internet

system

Appointment Process for Deacons

• Discernment of SPRC– In consultation with Cabinet and

deacon• Discernment of deacon– In consultation with Cabinet and

SPRC• Recommendation goes to Bishop• Deacons may seek appointments

across a variety of ministry settings

106

Compensation, Benefits & Leave

• Conference Minimum Base Compensation

• Housing/Parsonage• Package Building• Short-Term Equitable

Compensation Support• Form completed by SPRC to

include above107

Accountable Reimbursement Plan

• Policy Q’s & A’s in book

• Ministry Expense Report

• Church budgeting and accounting for ministry expenses

• Financial support package for minister

108

Clergy Continuing Formation (Education)

Appendix 3

109

• Ties to minimum standards of annual conference

• Support for continuing education comes from SPRC

• Broad variety of CE opportunities

• Self reported to charge conference

110

Clergy Appointment Advisory

Appendix 4

111

Clergy Appointment Advisory

• Clergy completes “Appointment Advisory Form”–Submit to District Office by December 1

• SPRC completes “Appointment Advisory Form”–Submit to District Office by December 1

• Before submission, clergy and SPRC discuss their respective forms. (The conversation is all-important.)

112

Vision of Shared Ministry

113