Local Church PPR/SPR
Committee Handbook
Utah/Western Colorado District of
the Rocky Mountain Conference of
the United Methodist Church
1
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
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
True or False?
When a church wants a new pastor,
the SPRC chairperson holds a meeting
with the congregation to take a vote.
5
False
6
•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
7
True or False?
The SPRC does not have to meet unless there
is a crisis in pastoral leadership.
8
False
9
•The committee shall meet at least quarterly.
10
True or False?
At least one youth or young adult should
serve on the SPRC.
11
True
12
One of the members shall be a young adult
and one member may be a youth.
13
True or False?
If the pastor’s spouse is the lay member of
annual conference, then s/he can serve on
the SPRC.
14
False
15
No staff member or immediate family member
of a pastor or staff member may serve on the
committee.
16
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.
17
False
18
True or False?
The SPRC may meet only with the knowledge
of the pastor and/or the district
superintendent.
19
True
20
Committee meets only with the knowledge of
the pastor and/or DS.
21
True or False?
The SPRC annually enlists and recommends
persons from their congregation for ordained
ministry.
22
True
23
SPRC role is to:
• Enlist
• Interview
• Evaluate
• Review
• And recommend annually to charge
conference lay ministers & persons for
candidacy for ordained ministry
24
True or False?
The SPRC is the group in the church charged
to interpret the work of the Ministerial
Education Fund to the congregation.
25
True
26
SPRC interprets to congregation the
process of preparation for ordained ministry
and the role of the Ministerial Education
Fund
27
True or False?
The SPRC has the responsibility of
developing and updating regularly a
personnel policy manual for all church
employees.
28
True
29
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.
30
False
31
True or False?
The SPRC should poll the congregation every
year to determine whether or not to keep
their pastor.
32
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
True or False?
Conflict should be avoided, if possible, to
maintain harmony in the church.
36
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
True or False?
An ordained deacon is a layperson who plans
activities at the church.
39
False
40
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.
41
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
• Appointment
42
True or False?
An ordained elder is at least 55 years old and
teaches younger clergy how to be pastors.
43
False
44
Elders are persons:
•Called by God
•Authorized by the Church
•Ordained by the bishop to Word, Sacrament
and Order.
45
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
True or False?
A licensed Local Pastor can perform fully as a
pastor of the church where he/she is
appointed.
47
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
True or False?
A Certified Lay Minister is appointed by the
bishop.
50
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 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
53
True or False?
An SPRC meeting is closed to persons not
elected to the committee.
54
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
True or False?
The SPRC must walk through the parsonage
every year.
57
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
congregation
61
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 Year
ITEM
J F M A M J J A S O N D
Budget
Parsonage Review
x
x
x
x
x
x
x
x
x
Advisory Report
Evaluation/Assessment
x
x
x
Continuing Education/
Spiritual Renewal
x
x
x
Counseling/Concerns/
Issues
Interpretation
SPRC Training
Candidacy
Profile
x x
x
x x x
65
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 churchspecific 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
Web Links
1. The clergy compensation form can be found at: http://rmcumc.org/rmc/forms/427-clergycompensation-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
78
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/churchresources.html
10. “Holy Conferencing” guidelines to help the SPRC have healthier conflict:
http://utahwestco.weebly.com/church-resources.html
79
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 of
Congregational 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 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
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 leader
102
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
above
107
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 allimportant.)
112
Vision of Shared Ministry
113