Local Church PPR/SPR Committee Handbook

1
Local Church PPR/SPR Committee Handbook

• Utah/Western Colorado District of
• the Rocky Mountain Conference of
• the 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 Johnston

3
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

4
TRUE OR FALSE?
5
True or False?

• When a church wants a new pastor,
• the SPRC chairperson holds a meeting
• with the congregation to take a vote.

6
False
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.

9
False
10

• The committee shall meet at least quarterly.

11
True or False?

• At least one youth or young adult should
• serve on the SPRC.

12
True
13
One of the members shall be a young adult and one
member may be a youth.
14
True or False?

• If the pastors spouse is the lay member of
  annual conference, then s/he can serve on the
  SPRC.

15
False
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.

18
False
19
True or False?

• The SPRC may meet only with the knowledge of the
  pastor and/or the district superintendent.

20
True
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.

23
True
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.

26
True
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.

29
True
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.

31
False
32
True or False?

• The SPRC should poll the congregation every
  year to determine whether or not to keep their
  pastor.

33
False
34

• 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
  pastors popularity
• Invite and share anonymous complaints about the
  pastor or staff

35

• 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

36
True or False?

• Conflict should be avoided, if possible, to
  maintain harmony in the church.

37
False
38

• 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.

39
True or False?

• An ordained deacon is a layperson who plans
  activities at the church.

40
False
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.

42
Ministry of Deacon

• Ordained to Word and service
• Gives leadership in the churchs life
• Called and set apart for ministry of service
• Conference membership
• Appointment

43
True or False?

• An ordained elder is at least 55 years old and
  teaches younger clergy how to be pastors.

44
False
45

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

46
Ministry of Elder

• Ordained to Word, sacrament and order
• Give spiritual temporal leadership in the
  churchs life
• Are members of the conference rather than the
  local church
• Are appointed by the bishop
• Are eligible for consideration as a Bishop

47
True or False?

• A licensed Local Pastor can perform fully as a
  pastor of the church where he/she is appointed.

48
True
49
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.

50
True or False?

• A Certified Lay Minister is appointed by the
  bishop.

51
False
52

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

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 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

54
True or False?

• An SPRC meeting is closed to persons not
  elected to the committee.

55
True
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.

57
True or False?

• The SPRC must walk through the parsonage every
  year.

58
True
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.

60
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

61
The SPRC is Responsible to

• The Pastor
• To support, encourage and help the pastor to
  succeed in the church
• To recommend and support the pastors
  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 congregation

62
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

63
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
  Bishops 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)

64
YEARLY MEETING SCHEDULE EXAMPLE
65
SPRC Rhythm of the Year
66
FIRST QUARTER
67
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

68
Church Pastoral Profile

• Brief but complete
• Identifies problems, forecasts trends
• Includes demographic financial information
• Identifies church- specific needs for pastoral
  leadership

68
69
SECOND QUARTER
70
Second Quarter (April June)

• Review churchs/charges plan of mission and
  ministry
• Assign individual SPRC members to relate to
  pastor(s) and staff members
• Share formal and informal evaluation of churchs
  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

71
THIRD QUARTER
72
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

73
FOURTH QUARTER
74
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

75
Fourth Quarter (continued)

• Evaluate SPRCs work during year
• Allow pastor(s) and staff members to give their
  evaluation of SPRCs 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

76
RESOURCES
77
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

78
Web Links
1. The clergy compensation form can be found at
http//rmcumc.org/rmc/forms/427-clergy-compensatio
n-form-2010.html 2. The clergy evaluation form
can be found at http//rmcumc.org/rmc/forms/570-c
lergy-evaluation-2010.html 3. The clergy
continuing education form can be found
at  http//rmcumc.org/CHI/DistrictSites/Forms/Con
tEdReport.pdf 4. The annual parsonage
walk-through form can be found at http//rmcumc.o
rg/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-profi
le-forms.html 6. The candidacy process checklist
can be found at http//rmcumc.org/COI/BOM/forms/C
andidacy20Process20Checklist202009  
79
Web Links, cont.
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.we
ebly.com/church-resources.html
80
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)

81
Clergy Effectiveness

• Appendix 1

82
Components of Clergy Effectiveness

• Leadership
• Community
• Spirituality
• Transformation
• Service

83
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

84
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

85
Assessment clergy roles
86
Three Parts to Evaluation

• Congregations evaluation of its own mission and
  ministry, completed by team
• Clergy self-evaluation
• Clergy evaluation

86
87
Components ofCongregational Effectiveness

• Worship
• Nurture/Education
• Service
• Evangelism
• Stewardship
• Administration

87
88
Measuring Resourcing Effectiveness

• Tools for Measuring Effectiveness
• Yearly SPRC evaluation of clergy and congregation
• Yearly supervisory
• meeting of clergy and
• District Superintendent

89
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

90
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 congregations 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

91
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

92
Clergy Evaluation

• Each SPRC member completes an evaluation for each
  clergy serving congregation
• SPRC meets to review clergys 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
93
Evaluation Process Timeline

• Senior clergy and SPRC chairperson set dates for
  evaluation process
• Clergy complete(s) self-evaluation
• Team completes congregations evaluation
• SPRC members complete clergy evaluation
• SPRC meets to reach agreement on clergy
  evaluation and presents to clergy
• Completed evaluations sent to District
  Superintendent

94
Tips for Evaluations

• Begin with prayer to discern Holy Spirits
  guidance.
• Focus on entirety of clergys 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.

95
Appointment Process

• Appendix 2

96
Supervision

• Supervision is for Elders, Deacons, Licensed
  Local Pastors, and Certified Lay Ministers
• Is done annually
• Appointment Exit Interview
• Transition Checklist

97
Candidacy Status

• Inquiring
• Exploring
• Declared
• Certified
• Applying for Provisional Membership
• Local Pastor
• Full Membership and Orders

97
98
Candidacy Process

• Process 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
99
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

100
Key Concepts of Appointment

• Key Concepts
• Appointment process is every year
• Annual Conference membership of clergy
• Covenant to appoint
• Itinerancy

101
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

102
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 leader

103
Appointive Values of the Rocky Mountain
Conference Cabinet

• Connectional Vision
• Local Congregations
• Cabinet Teamwork
• Transformation in Each Ministry Setting
• Justice in Appointment-Making

104
Appointive Process

• District Superintendent (DS) confers with SPRC to
  update churchs 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

105
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
• Bishops office announces decision
• First to all parties directly involved (Cabinet,
  pastor, SPRC)
• Announcement to congregations involved
• Public announcement through Conference internet
  system

106
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
107
Compensation, Benefits Leave

• Conference Minimum Base Compensation
• Housing/Parsonage
• Package Building
• Short-Term Equitable Compensation Support
• Form completed by SPRC to include above

108
Accountable Reimbursement Plan

• Policy Qs As in book
• Ministry Expense Report
• Church budgeting and accounting for ministry
  expenses
• Financial support package for minister

109
Clergy Continuing Formation (Education)

• Appendix 3

110

• Ties to minimum standards of annual conference
• Support for continuing education comes from SPRC
• Broad variety of CE opportunities
• Self reported to charge conference

111
Clergy Appointment Advisory

• Appendix 4

112
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.)

113
Vision of Shared Ministry