Pastor-Parish Relations Committee Training

1. Pastor-Parish Relations Committee Training Eastern Shore District of the Virginia Annual Conference April 5, 2008

2. Who We Are... (page 1) • Professing members of the local church • Associate members • People engaged and attentive to our own Christian spiritual development • Elected by Charge Conference • At least one representative from each church on the charge • Lay Delegate and Lay Leader (voice & vote)

3. Who we cannot be...(page 1) • Staff members • Immediate family members of the pastor or staff • Retiring members cannot succeed themselves • More than one immediate family member from the same household

4. Committee Basics: (page 1-2) • Between 5 and 9 persons (one young adult, and possibly one senior high youth) • Divided in three-year classes • Oversee the work of all staff • Pastor should be present, unless s/he excuses self or if D.S. is in attendance

5. Meetings(page 1 & 2) • At least quarterly • Written “minutes” • May meet in closed session • Confidentiality of the utmost importance

6. Pastoral Orders (par. 305, 315-336) • Lay Supply • Part Time Local Pastor • Full Time Local Pastor • Associate Members • Probationary Members • Elders in Full Connection • Deacons in Full Connection

7. Pastor’s Job Description (pg 15-16) The 2004 Book of Discipline, paragraph 340

8. The Discipline – Covenantal Language (page 15-16) • Preach the Word, oversee worship life, read and teach the Scriptures, engage people in study and witness • Administer sacraments with preparation • Encourage reaffirmation of baptismal covenant • Give oversight to total education program of church

9. Discipline -- continued • Provide leadership for funding ministry • Lead congregation in ministry with people with disabilities • Lead the congregation in evangelistic outreach • Instruct candidates for membership • Perform marriages after due counsel

10. Discipline - continued • Counsel those in marital difficulty • Counsel the bereaved • Counsel re: military service • Visit in homes, especially among sick, aged • Participate in community, ecumenical concerns, leading congregation to be involved • Search for persons to be in ministry

11. Discipline -- continued • Give leadership to ordering the life of the congregation for nurture and care • Offer counsel and theological reflection • Lead the congregation in experiencing racial and ethnic inclusiveness • Participate in denomination/conference • Willing to assume supervisory responsibilities within the connection

12. Discipline -- continued • Lead the congregation in fulfillment of mission in apportionments • Be the administrative officer of the local church: goal setting, planning, working programs, giving account of ministries • Make disciples for Jesus Christ

13. S/PPRC Functions -- what really matters: • Listening to pastor, to staff, to congregation. • Holding in tension: Covenant of Expectations. • Advocating for the pastor, for the staff. • Trust between members, Pastor and Staff • Go to the top and do it again!!

14. Pastoral Function – what really matters: • Spiritual leadership • Self-care (page 23) • “Standards for Clergy Leadership” – new resource from our Conference Board of Ordained Ministry (page 67) • Expectations of Pastoral Leadership (enclosed)

15. Duties of Committee-part 1 (page 2-4) • Confer and counsel with pastor & staff, advising them of ministry conditions • Continually interpret to people the nature and function of ministry • Develop and approve job descriptions for staff other than pastor • Counsel pastor & staff on relationships with congregation, priorities, skills, goals

16. Duties of Committee - part 2 • Provide annual assessment for pastor & staff to encourage effective ministry (page 68-73) • Consult: pulpit supply, compensation, vacation, insurances, pension, housing -- making recommendations to Council/Board. • PPRC Chair meets with Trustee and Pastor for annual review of parsonage (April-May) and is responsible for returning completed form to District Office. • Consult; continuing education, renewal

17. Duties of Committee - part 3 • Enlist, interview, evaluate, review, recommend to charge conference: Lay Speakers, Candidates for Ministry and missionary service • Interpret to congregation: preparation for ordained ministry, Ministerial Education Fund (page 66) • Recommend to Council other staff positions • Offer support and nurture to pastor, staff and their family members

18. Duties of Committee - part 4 • Appreciation Sunday for pastor • Recommend to council/board adequate health and life insurance for all lay employees • Promote unity in the church(es) • Recommend to Finance Committee compensation for pastor and staff (page 17-20) • Maintain church profile on conference website (pages 61-64)

19. Confidentiality/integrity Issues • Issues are discussed during meeting, 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 • Careful reporting to Council/Board

20. Duties of Committee – Pastoral Change • Confer with pastor & cooperate with pastor, DS, and bishop in securing clergy leadership when its becomes evident that the best interests of the church and pastor will be served by a change. (page 54-55) • Such conferring and cooperating with DS and bishop are advisory only. (page 54-55)

21. The Appointment Process Pastoral Transition for Church and Pastor (pages 54 -65A)

22. The Preference Form - (pages 58 - 60) • Filled out in early January • May include input from out-going class • No polls, petitions, straw votes • Signatures of committee and pastor on both forms • Forms are advisory to Bishop and Cabinet

23. Profiles (pages 61-65A) • Three Profiles: Pastor, Church, Community • Laity responsible for inputting, editing, and updating the Church and Community Profiles • Profile utilization is ONLY through Conference Web Page • Profiles are taken VERY seriously!!!!

24. Cabinet Guidelines for Appointment-Making • Itinerancy • Open-itinerancy, gender issues • Family Situations • All appointments are for one year • Longer pastorates make for healthier churches

25. Priority of Needs • The Mission of the Church in relation to the conference • The Needs/Mission of a specific church as it relates to the community • The Needs of the clergy • Gifts and Graces of the clergy • Housing and family needs • Salary

26. Steps in the Process: • Profiling of the Church • Nomination of pastors • Selection of “projected pastor” • Meet your Pastor • Appointment confirmed • Appointments final when “read” at Annual Conference Session

27. Calendar Flow (page 5) First Quarter (January thru March): • Organize Committee (vice-chair, secretary) • Discuss and fill out “Preference Form” • Review job descriptions for lay staff • Look at S/PPRC Goals for year

28. Calendar Flow Second Quarter (April-June): • Annual Pastoral Assessment -- decide who will give input, what will be the areas/issues of assessment • Present written assessment to pastor -- ample time for feedback and discussion • Parsonage Inspection with Trustee Chair

29. Calendar Flow Third Quarter (July-September): • Budget work: salary (accountable reimbursement/travel), continuing education, heat, other budget items that relate to “staff” (page 20, 50A,43) • Review action items coming out of Spring assessment

30. Calendar Flow Fourth Quarter (October-December): • 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 • Evaluate year’s work of PPRC