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
Prayer – either use the one printed here or feel free to use your own

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
Overview of the workshop.

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. Committee relationship with DS & bishop is advisory only
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
SPRC is advisory only. The Bishop consults, and ultimately has the final decision.
The 1st conversation regarding replacing a pastor (or staff member) should be directed to a member of the SPRC. SPRC should discuss with the Pastor (complete transparency and openness should be maintained.) The SPRC is the liaison between the congregation and the paid staff, and they need to be the staff’s advocate. The charge of the SPRC is to help the Pastor and staff succeed in their positions.

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. At least one youth or young adult should serve on the SPRC.
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.
Young adult was considered 18-30, now 35; involving youth may be a good way to get them involved to grow future leaders.

14. True or False?
If the pastor’s 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.
The pastor must be made aware of the meetings, but doesn’t necessarily have to attend.

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
Who in the church is actively identifying candidates for ministry? Long term, this is an important function of the committee.

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
Good question = “Do you have one?” If they do not have a policy manual, urge them to start one. (See Sample) Many of the policies are already set by the conference.
In regards to compensation, the Finance Committee NEVER has the last say. Administrative Board/Church Council has the last say about most church decisions, unless the issue needs to go to the Charge Conference. The SPRC only makes recommendations.

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.
That’s what you wish!

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. Ask congregants leading questions
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
It is important to keep in mind that this is not a popularity contest. The SPRC needs to make an assessment of the situation to determine how wide spread any sentiment is, but they need to be careful to assure that it is done in a fair and healthy manner. A ‘Town Hall Meeting’ format is unhealthy and never works. Using an assessment tool or survey is also unhealthy. 34

35. Be non-anxious in conflict Share complements as well as complaints
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
The best approach may be to discreetly poll individual members with questions like “How’s the church working for you?” and listen carefully to the answers. 35

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
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.
This resource is found on the district web site. 38

39. An ordained deacon is a layperson who plans activities at the church.
True or False?
An ordained deacon is a layperson who plans activities at the church.

40. False

41. Authorized by the Church
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.
Deacons and Elders are both clergy. Deacons generally have specialized ministries such as music, youth, etc. They are hired by the church and appointed later. They do have to have approved training.

42. 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

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 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

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. A Certified Lay Minister is appointed by the bishop.
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. 52

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
Many Certified Lay Speakers go on to become Lay Ministers. Educational requirements for each is different.

54. An SPRC meeting is closed to persons not elected to the committee.
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. 56

57. The SPRC must walk through the parsonage every year.
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. 59

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 60

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 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
Professional growth includes continuing educational opportunities. Continuing education is a requirement for all pastors, and the SPRC can take an active role in recommending certain educational areas of focus for the pastor and in finding funding for educational workshops and seminars. 61

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 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

64. YEARLY MEETING SCHEDULE EXAMPLE

65. SPRC Rhythm of the Year ITEM J F M A S O N D Budget x Parsonage Review
Advisory Report
Evaluation/Assessment
Continuing Education/
Spiritual Renewal
Counseling/Concerns/ Issues
Interpretation
SPRC Training
Candidacy
Profile
It is suggested that the committee create an annual calendar to address these items. More about the advisory report and the pastor’s evaluation is found in the appendix.
The Profile should be reviewed annually and revised every three years.

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
Helps when selecting a new pastor. 68 68

69. SECOND QUARTER

70. 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
It is suggested that an SPRC member be assigned as the advocate for each staff member. Schedule a regular meeting, go to lunch, have a cup of coffee, etc. and discuss “How’s it going? What can we do to help you do your job?” type questions. Remember, the primary objective of the SPRC is to help each staff member succeed in their job.
Peer accountability is the biggest liability for a Pastor. The SPRC should insist that the Pastor have some peer accountability.

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
It is important that the SPRC does constructive, annual evaluations.

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 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

76. RESOURCES

77. Resources Book of Discipline Trainings & References 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:
2. The clergy evaluation form can be found at:
3. The clergy continuing education form can be found at:  
4. The annual parsonage walk-through form can be found at:
5. The church & pastoral profile form can be found at:
6. The candidacy process checklist can be found at:

79. Web Links, cont.
7. Everything you want to know about the United Methodist system of ordaining clergy and consecrating Certified Lay Ministers.  
8. The Utah/Western Colorado Web site.
9. This PowerPoint presentation may be found at
10. “Holy Conferencing” guidelines to help the SPRC have healthier conflict:

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 roles85

86. Three Parts to Evaluation
Congregation’s evaluation of its own mission and ministry, completed by team
Clergy self-evaluation
Clergy evaluation 86 86

87. Components of Congregational Effectiveness
Worship
Nurture/Education
Service
Evangelism
Stewardship
Administration 87 87

88. Measuring & Resourcing Effectiveness
Tools for Measuring Effectiveness
Yearly SPRC evaluation of clergy and congregation
Yearly supervisory
meeting of clergy and
District Superintendent 88

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 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

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 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 92

93. 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

94. 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.

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 96

97. Candidacy Status Inquiring Exploring Declared Certified
Applying for Provisional Membership
Local Pastor
Full Membership and Orders 97 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 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
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 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

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
Bishop’s 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
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 Q’s & A’s 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”
Before submission, clergy and SPRC discuss their respective forms. (The conversation is all-important.)

113. Vision of Shared Ministry