Reorganizing Our Congregations For the Future

1. Reorganizing Our CongregationsFor the Future CAC Annual Meeting June 2014

2. Why Now?

3. “Many people even avoid getting involved with church ministries because they are afraid they are going to get pulled onto a board or sucked into the bureaucracy of their local churches. They avoid even what they would love to do because they are afraid of being stuck doing things they really do not enjoy doing. This dynamic stifles the potential our churches have for building excitement and enthusiasm into our ministries. Smaller church governments can help free people up to participate in ministry without the threat of being pulled onto a board or forced into a committee.” --Rev. Douglas J. Bixby “Challenging the Church Monster: From Conflict to Community”

4. Workshop Participants • Rev. Dr. Marty Kuchma, St. Paul’s UCC, Westminster, MD, author of Church Be Nimble • Steve Harms, Union Congregational Church, Montclair, NJ • Rev. Dr. Johann Bosman, Community Congregational Church, Short Hills, NJ • Sara Fitzgerald, Rock Spring UCC, Arlington, VA • All of You!

5. Our Approach Today • Quick history of church organization • Case studies from four CAC churches • Identified issues • Approach to addressing the issues • Sharing other stories • Questions, comments, etc. • Sunday morning roundtable session

6. How We Got Where We Are: Historical Factors • Christianity started as a movement with no clear organizational structure • Officially sanctioned by the Empire (circa 325 CE) and began to resemble that which it had opposed • Protestant Reformation in 1500s required a rethinking of church organization—”the priesthood of all believers”

7. How We Got Where We Are:Machine Model Organizations • Newtonian Science made the world feel predictable • Its concepts were applied to organizations-- including churches

8. The Challenge of Generational Differences • The 5 generations in our churches today have experienced the world differently and have experienced a different world • GI Generation • Builders • Boomers • Busters (Generation X) • Bridgers/Millennials

9. The Age of “Posts” • Post-Modernism • Post-Christian • Post-Denominational • No longer “one universal truth” • Shades of gray instead of black and white • Less prescriptive, more malleable

10. St. Paul’s UCC, Westminster, Maryland

11. St. Paul’s UCC, Westminster, Maryland • Founded in 1869 • German Reformed tradition • ONA and progressive in conservative county and region • About 355 official members, 275 active • 2 called pastors since 2006 • 5 more ordained/retired clergy • 1 person considering ordination

12. Key Questions for Church • What is God trying to do with us and through us? • How are we getting in the way?

13. Focus of Reorganization • “Living Systems” model • Focus on new life and new possibilities • Emphasis on clearing away bureaucratic clutter • Organizing “for now and not forever”

14. Examples of Changes • Bylaws reduced from 17 to 7 pages • Consistory opened to new members • Membership re-assessed • Not “pew renter” expectations • Look at months not weeks • Friends and visitors included in ministries • Use of Robert’s Rules is optional • More focus on meaningful conversation

15. Examples of Changes (more) • Creation of Task Forces with specific focus and time limit • Policies and Procedures Manual rewritten into Covenant Guides • 1 page page per ministry • Emphasis on passions rather than filling slots and maintaining committees • More emphasis on the community and wider world, less on institutional self-preservation • General changes in language and culture • New Initiative: 30/30 Challenge

16. United Church of ChristCentral Atlantic Conference50th Annual MeetingJune 13-15, 2014 Reorganizing Our Congregations for the Future Steve Harms, Leadership Council President Union Congregational Church Montclair, New Jersey

17. Union Congregational ChurchCharacteristics • Montclair Community: 38,000 population, 12 miles west of NYC. • Church membership: 570, average attendance 207 including 70 youth, 80% college grads, median age 50 • Operating budget: $1million/year

18. Union Congregational ChurchProgram Dimensions • Youth and Children: • Adults: • Outreach: • Community: • Capital Campaign: Learning Centers, Nursery School, Early Age Stepping Stones, 8th grade Confirmation, High School Youth program, Side Door (Fridays) after school program, Soul Café (SundayEvening youth fellowship) Bible Studies, Book Groups, 2nd hour programs Youth Education (SCEEP), Homeless (IHN), Support food kitchens/pantries, Native American Youth Outreach Boy/Girl scouts, AA, LaLeche League, Drama and Operetta Clubs, Yoga, Society of Engineers, Bird Club, League of Women’s Voters, other community groups. Raised $2.1 million from congregation and $0.75 million state grant to upgrade 1899 church structure.

19. Staff Transitions Drove Need for Change • Dynamic, greatly loved, Sr. Minister of 19 years departs (12/12) • Associate Minister of Youth and Young Adults accepts call as Senior Minister at Connecticut church (6/13) • Director of Nursery School accepts new position out of state (4/14)

20. Union Congregational ChurchRebuilding Process • Transitional vs full time Senior Minister? Selected Transitional approach: Time to mend, Time to access Called Rev. Dr. Tom Zoelzer, 4/13, Senior Transitional Minister • Conducted Church-wide Cottage Meetings to Assess Needs Results presented, discussed, and summarized in Church-wide meeting. • Hired Rev. Barbara Rice – Assistant Minister of Youth and Young Adults • Formalized Governance Discernment Task Force 5 person team appointed by Leadership Council Re-balance Governance with emphasis on Lay Leadership

21. Governance Discernment Task Force Critical Component of our Change Process • Governance Model: Was: Senior Minister led Spiritual, Administrative, and Leadership Council Now: Leadership Council leads with Senior Minister as primary Spiritual leader and Head of Staff (Staff of 9) • Subtle but Fundamental shift requiring broader and deeper participation of the congregation and its lay leadership • Required Review and Adjustment of our constitution to embed these conclusions.

22. Adjustments to the Constitution, Seemingly Minor, Operationally Major • Senior Minister Role: Primary Spiritual Leader and Head of Staff • Leadership Council Expanded from 8 to 10 teams, adding Welcoming and Diaconate Teams • Clarified Responsibilities of Each Team • Removed provision requiring staff resignation upon call of New Minister.

23. Lessons Learned and Looking Forward • Congregational Structureof Church governance requires active Lay Leadership with open and symbiotic relationship with Senior Minister. • Although the constitution reflects the rebalancing of responsibilities, how we live up to these new responsibilities makes the difference. • Expansion of the Council increases lay involvement (good), but places premium on orderly meeting management • Ad hoc rules committee created to define by-laws consistent with the constitution (ex. Rights and Privileges of Leadership Council guests, criteria to enter executive session,…) • Looking forward: Anticipate inclusion of by-laws into our Constitution Position church for spiritual and membership growth

24. Community Congregational ChurchShort Hills, NJ Johann Bosman & Jennifer Hrynyk Clergy John Gerbino & Ali Headley Church Chair / Vice Chair

25. Governance Reorganization • Church & Community Profile • Church Revitalization • Developmental Process • Governance Model • Operation & Evaluation

26. Church & Community Profile

27. Community Profile SHORT HILLS (NJ) Listed #1 of the “10 Richest Towns in America” (Time, May 2014.) • “West of New York City, Short Hills is a quiet, affluent town, popular among wealthy NYC commuters” • “69.4% of households make more than $150k”

28. Church Profile • Community Congregational Church • Founded in 1953 • 250 Adult Members • Cell Towers / Solar Plant / Montessori School • Projects: Outreach / Renovation

29. Church Revitalization

30. Church Revitalization • Mainline Decline (Sabbatical Field Visits, 2008) • Revitalization & Growth Plan Initiatives

31. Church Revitalization

32. Church Revitalization

33. Church Revitalization Paradigm Shift

34. Church Revitalization • Mainline Decline (Sabbatical Field Visits, 2008) • Revitalization & Growth Plan Initiatives • Consolidation & Streamlining (e.g. Women’s Guild) • Governance Model Limitations • 80 in 18 • Musical Chairs • Life Sentence • Passing the Buck

35. Developmental Process

36. Developmental Process

37. Developmental Process • Draft New Governance Model • Governance Task Force • Publish Prospectus • Informational Meeting (April 14, 2013) • Special Congregational Meeting (April 22, 2013) • Trial Year 1 (2013) • Trial Year 2 (2014)

38. Governance Model

39. Previous Governance Model

40. BOARD OF MINISTRIES BOARD OF TRUSTEES CHAIR Church Chair VICE CHAIR Church Vice-Chair 3 Church Treasurer & Budget 4 Portfolio: Investments 5 Portfolio: Legal 6 Portfolio: Build & Grnds 7 Portfolio: Personnel 8 Portfolio: Stewardship 9 Member At-Large 10 Staff: Clergy 11 Staff: Clergy SECRETARY Staff: B.Manager CHAIR Church Vice-Chair 2 Church Chair 3 Church Clerk 4 Portfolio: Worship 5 Portfolio: Outreach 6 Portfolio: Youth 7 Portfolio: Adult Ed 8 Portfolio: Music 9 Portfolio: Growth & Membership 10 Staff: Clergy 11 Staff: Clergy 12 Staff: Music Dir. New Governance Model CONGREGATION Task Forces*

41. Governance Model • Essence • Mission/Vision - Budget - Calendar • Events/Activities • Structural Dynamics • Boards, Portfolios & Task Forces • Communication: Digital Platform & Media • Volunteer Resources: Time, Skills, Enthusiasm • Empowered Boards, Leaders, Staff

42. Operation & Evaluation

43. Operation & Evaluation • Trial Period Data • Fine Line: Flexibility, Freedom & MIA • Learning Curve: Staff/Volunteer Ratio • Governance Task Force Assignment • Determine Model Merits: Old & New • By-Laws Update

44. Rock Spring Congregational UCCArlington, VA

45. Church Characteristics • 102 years old • 500+ members, 200 pledging units • Type A, Washington policy wonks • Current structure dated from 1948, when suburban neighborhood exploded in growth • Since then, more boards added, none eliminated • Old ethic: “Good” members join a board • Senior minister retired in 2008 after 19-year tenure • Created good opportunity for strategic planning and experimentation

46. Problem Trying to Solve • Available volunteer resources could not support church’s bureaucratic structure • 106 constitutionally mandated positions • 80 more “semi-permanent” jobs (e.g. Sunday School teachers, ushers, Caring Ministry) • Nominating Committee asked Council to appoint committee to study voluntarism in 2009 • 70-Year church lifecycle?

47. How We Approached the Issue • Four-member Council committee studied for four months • Former Nominating Committee chairs, Council presidents, board chairs • Reviewed history of Rock Spring’s structure • Surveyed board chairs on needs • Reviewed off-board tasks • Looked at some newer models from other churches • Interviewed pastors • Reviewed literature • Prepared report for congregation

48. Key Recommendations • Suspend Constitution’s board requirements for 2 years to permit experimentation (extended for a 3rd year) • Encourage boards to meet only when they had to • Make better use of new technologies • Encourage boards to recruit volunteers to do shorter-term projects or jobs that did not require attending meetings • Former Deacons could serve communion • 2-person offering counter teams did not have to serve on Finance Board • Merge Social Action Board and Stewardship Board • Suggestions for better coordination of church activities

49. Next Steps • New pastor called in 2010 • Small-group “Imagine” parties helped define priorities • 2011—Six task forces created • Future of an aging facility? • Development of “5th Sundays” program • Consider becoming a Global Mission Church • Worship • Communications, including website redesign • Constitution • Went out of business when task was done, or became a board committee

50. Constitution Task Force • Everyone said Yes! • 7 members, including senior pastor • 3 former Council chairs • 3 of 4 members of the Volunteer Review Committee • 1 lawyer, 1 writer/editor • 1 current Council member who was relatively new to church, but good strategic thinker (Mr. Outside) • Members had served on every church board