“Assign a task force to carry out a self-study of organizational structure (SOS) and expenses.” January 2009

ACPE sits at a crossroad where a variety of factors have converged. These factors, all left to their current trends, will not allow ACPE to meet its goals to serve its membership, grow more certified clinical pastoral educators, accredit centers to offer ACPE CPE, and assure quality, standardized clinical education for ministry for the students of ACPE centers. (from SOS minutes)

Current Status of ACPE: Converging Factors 1)Expenditures for national office staff and volunteers serving on committees and commissions of ACPE have increased.

ACPE Professional and Support Staff Costs

Reduced Cost in 2005 due to Regional and Volunteer Support of Conference in Hawaii

2) Membership fees, for both ACPE Supervisors and Centers have increased on both the national and regional level.

Dip in 2008 due to member request not to increase fees Percentage of Increase

3) ACPE has not certified enough Supervisors to offset retirement of ACPE Supervisors.

4) ACPE Members are receiving less support from their employers to volunteer time on behalf of ACPE.

5) Increasing fees of a decreasing membership to offset rising expenses is incongruent with ACPE mission and hopes for the future.

Louisville Presbyterian Theological Seminary  Significant cut in expenditures  Reduced capital from investments  Reduction in staff  Salary freezes

Association for Professional Chaplains  Revised budget  Reduced programs  Reduced staff  Increased development efforts

1) Reduce spending to provide a balanced budget for 2010 without substantial increase in Accreditation Center Fees and Supervisor and Associate Supervisor Fees

Current 2010 Budget Calls for: Accreditation Center Fee Increase 10% Supervisor Fee Increase 7%

2) Reduce unrealistic income from membership fees in 2010 budget

Total Cost Reduction of $75,000 for 2010 Budget

1) Reconsider and clarify roles and responsibilities of elected leaders, management and office staff in ACPE.

2) Examine how to support volunteer leadership of ACPE

3) Study the issue of regional representation on ACPE Board, Committees and Commissions

 Mildred Best  Mari Chollet  Ted Hodge  Mark Jensen  Yoke-Lye Lim Kwong  Patrick McCoy  Sally Schwab, Chair and Scribe  Michele Shields  Paula Teague  Tim Thorstenson

 The task force met monthly by conference call for 1.5 hours beginning on February 27, 2009  Included input from all Leadership and Stakeholders  Defined Phases of Implementation  Implementation suggestions are from Stakeholders

In keeping with the ACPE Mission, values and strategic plan, the membership does a preponderance of the work of the ACPE.

 What drives ACPE costs?  What is the money that we spend buying for ACPE?  What quality outcomes do you expect from your work?  How can we sustain and improve organizational quality while increasing efficiencies of operations?

 National office has not filled one full-time position vacant since Sept 2008, This person was the database coordinator, IT tech support person and webmaster  Most duties have been assigned temporarily to other staff persons  Other duties - Contract established with a professional firm, Radical Support, to provide tech support, maintenance and upgrade services on a monthly fee basis  Cost savings approximately $8,000 in FY 2009

 Items for Cost Reduction to be recommended to the ACPE Board at the November, 2009 Meeting for Immediate action for 2009 and 2010 budgets

Eliminate Paper Issue of ACPE News Cost Savings: $3500

 Reduce Board Meeting and other Leadership Meetings by one day in Fall 2010 (one night lodging and one day per diem) Cost Savings: $13,200  Standards Committee on Five Year Cycle Year One Cost Savings: $15,000

 Limit Certification Commission to 2 members from each region and no more than 4 ad hoc members at each certification commission meeting Cost Savings $15,000  Eliminate alcohol reimbursement from ACPE Cost Savings $1000  Consolidate hospitality suite and leadership comp Suite for Certification candidates Cost Savings $1500

 Schedule ACPE Leadership Meetings in Atlanta Cost Savings $6000  Reduce Travel of ACPE National Staff and ACPE Officers to Regions Cost Savings $9000

Accreditation Center Fee Increase Reduced from10% to 2% Supervisor/Associate Supervisor Fee Increase Reduced from 7% to 0% Income from Membership More realistic estimate Reduced by $15,175 TOTAL COST SAVINGS (FY 2010) $61,700

Items that may require by-law or governance changes in 2010 to be implemented in 2011

 Make Governance Change to Eliminate Past President Position Cost Savings of $4500

Create a work group(s) to do the following: o Clarify expectations and structures related to management and leadership of ACPE professional staff o Determine organizational value of representative basis for ACPE Board, Commissions and Committees o Research benefits and losses in regard to decreasing number of regions in ACPE

Items that are identified as areas of possible change that need more study and evaluation

 Evaluate Reductions in Cost from 2010 Budget  Project continuing reductions in preparation of 2011 Budget

 Make approved organizational changes from work group(s)’ study of the relevant issues during 2010 including: o Regional representation o Regional structures o Management and Leadership

 Regional Meetings for feedback; Fall 2009  Presentation to ACPE Board in November, 2009 for approval and action steps  Work group(s) in 2010 for proposals to be made in 2011

ACPE Self-study of Organizational Structure Feedback Report Form Listed below are the items that the task force has suggested for recommendation to the ACPE Board at the November 2009 meeting. Please rate each according to the perspectives of the group. For example, if there are 20 participants, 12 might say do it ASAP, 6 have some cause for concern and 2 don’t want this considered. Phase 1 Impacts the 2010 budget Eliminate the paper issue of the ACPE Newsletter Do it ASAP!Some cause for concern!Don’t consider this! Reduce Leadership meeting in the Fall 2010 by one day Do it ASAP!Some cause for concern!Don’t consider this! Go green! Reduce shipping and office supplies by requiring all materials to be submitted electronically. Use Live Text for accreditation materials when available. Do it ASAP!Some cause for concern!Don’t consider this!