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The Movement of MinistersAugust 2007
Click here to download the entire Movement of Ministers Document in Microsoft Word. (Updated Aug 08)
1 Contents 2. Introduction 3. The Outline Process 4. Preparing to call a minister 5. Seeking and issuing a call 6. The Appointment, Responsibilities and Role of Interim Moderators 7. Special cases: Ordinands, married couples, advertised posts, fixed term appointments.
Appendix 1 Notes for a visit at a time of ministerial transition Appendix 2 Making good use
of a time of transition Appendix 4 Aid to drafting Terms of Settlement Appendix 5 Sample Terms of Settlement Appendix 6 Interim Moderator’s Notes for introducing an Ordinand Appendix 7 A meeting of the Pastorate Call Group and the Minister Appendix 8 Declaration of equal opportunities policy & Grievance Procedure Appendix 9 Personal Profile for a Minister Appendix 10 Guidelines for the Introduction of Stipendiary Ministers Appendix 11 Summary Pastorate Profile Appendix 12 Summary Minister/CRCW Profile
This document brings together advice and guidelines from several sources into one place. It replaces Guidelines for Declaring and filling a vacancy and Interim Moderators in the United Reformed Church. It includes an overview of the process from the time a minister receives a call to another post to the end of an induction period when a new minister has been called. This document does not deal with Church Related Community Workers.
Preparing to declare a post vacant Minister receives a call and informs the pastorate Concurrence is given by the Synod, co-ordinated by the Synod Clerk Appointment of Interim Moderator(s) Visit by members of the Pastoral Committee (or equivalent) sometimes with the Synod Moderator Identifying of the Pastorate Call Group Preparation of Pastorate Profile and Summary Profile Visit by Synod Moderator Draft Terms of Settlement (including housing arrangements) Declaration of a Vacant Post
Calling a Minister The Role of Synod Moderators’ meetings First visit Preaching with a View Deciding on a call including concurrence Induction Service and Induction period
4. Preparing to call a minister The best current practice in the movement of ministers contains the following elements. The order and timing of events will vary according to circumstance. Practice varies between Synods.
(NB: 'Synod' here implies 'or the appropriately authorised committee or officers ofSynod’. Synod procedures need to be clearly agreed and understood on such matters, including who can give concurrence to calls. Similarly 'Elders' stands for the equivalent group in an ecumenical or 'special category' ministry situation. A Pastorate can consist of one or several congregations arranged as a joint pastorate, group or cluster.)
a. The minister informs the Elders and Church meeting(s) of receipt of a call to another post, retirement or other reason for leaving; normally three months' notice of a move is given, though in Local Ecumenical Partnerships (LEPs) and in the case of retirement it will be known earlier. At the same time any call is referred toSynod, whose concurrence needs to be given. Care should be taken as to the timing of the announcement and the way it should be done, particularly in a group pastorate. It is proposed that a statement of the reasons for leaving a post be prepared by the minister for sharing with the pastorate or post to enable reflection by the pastorate and Synod.
b. Synod initiates discussion with the pastorate with a view to appointing an Interim Moderator (or sometimes more than one to churches in a joint pastorate). The role and duties of Interim Moderator(s) should be clearly defined. If more than one Interim Moderator is appointed, because there are several congregations in the pastorate, it is advisable to choose one of them to play a ‘coordinating’ role.
c. Ahead of the departure of the minister the Interim Moderator will chair any meetings about the future and will be the point of contact with Synod and the Synod Moderator.
d. Synod and the Synod Moderator arrange one or more meetings with the Elders, or other appropriate pastorate group, to explain the process of the movement of ministers and to discuss the mission needs and the scoping of the vacant pastorate.
e. After consultation with all involved the Synod decides on the shape of the pastorate and its scoping. “Scoping” is the term used for determining the ministry allocated to each pastorate. Thus a pastorate may be scoped for a full-time or part-time minister of Word and Sacrament or other form of ministry.
f. A ‘pastorate call group’ is identified by the pastorate to help them through the process. Often this group is composed only of Elders (some or all), however, others may be invited to take part since it is best practice to ensure that there are women and men present, and if possible a mix of ages. Representation of each of the congregations in a group pastorate is important. The meeting will be less fruitful if more than, say, twelve are present (in addition to Interim Moderator(s) and candidate).
g. The pastorate prepares a Pastorate Profile and a summary profile (see Appendix 3). A draft role description should be prepared (see review and appraisal proposals for General Assembly 2006). Agreement should be reached on the procedures for decision-making in relation to a call. The decision is taken by those present in church meeting. The size of majority that will be required in the voting must be agreed in advance. In the case of a joint or group pastorate, there are various options to consider. It is recommended that there be a joint church meeting so that the whole pastorate shares in prayer and discussion. The vote may then be taken as a single vote of the pastorate, or separate ballot papers may be used for the different congregations. If separate church meetings are held, it is good for them to take place concurrently. The decision of each meting should be held in confidence until all have met and made their decision. In addition to agreeing an overall majority required for the issuing of a call, it is possible to set a lower threshold for the vote of each. individual congregation within the pastorate. (See footnote below.)
h. The pastorate prepares, and Synod agrees, draft ‘Terms of Settlement', to be finally negotiated with a prospective minister. Synod needs to confirm the suitability of the manse. Changes to the manse (or housing allowance) to accommodate a particular minister should be made before the induction.
i. When a pastorate profile is completed, scoping agreed and terms of settlement approved in draft form, then Synod will declare the pastorate free to seek a minister and the Synod Moderator will seek a candidate through the Synod Moderators’ meeting.
Footnote The following procedure for voting as one joint church meeting in a group pastorate was agreed in General Assembly 2001 and ratified in General Assembly 2002
1(1) (b) Where two or more local churches together, and in consultation with the district council, decide that their mission will be more effective if they share resources and ordained ministry, they may, on the recommendation of the district council and the decision of the synod, form an association known as a group of churches with a structured relationship and a constitution governing they way in which they relate to one another as to the sharing of both resources and the ordained ministry. Each church within the group shall retain its own identity, and its church meeting and elders’ meeting shall continue to exercise all their functions in relation to that church, save that, so long as the constitution shall so declare, decisions relating to the calling of a minister (see paragraph 2(1) (vii)) may be taken by a single group church meeting at which all the members of each of the constituent churches in the group shall be eligible to attend and vote.
1(1)(c) Where two or more local churches together, and in consultation with the district council, decide that their mission will be more effective if they share ordained ministry (but not other resources), they may, on the recommendation of the district council and the decision of synod, form an association known as a joint pastorate, with a structured relationship with respect to the provision of ordained ministry only and a statement of intent governing the way in which they relate to one another in relation to the sharing of ordained ministry. Each church within the joint pastorate shall retain its own identity, and its church meeting and elders’ meeting shall continue to exercise all their functions in relation to that church, save that, so long as the statement of intent shall so declare, decisions relating to the calling of a minister (see paragraph 2(1)(vii)) may be taken by a single joint pastorate church meeting at which all the members of each of the constituent churches in the joint pastorate shall be eligible to attend and vote.
The best current practice for the movement of ministers follows the process given here. The basic framework will be adapted for single church pastorates, group pastorates, team ministries, ecumenical or 'special' situations. The process should be regarded as confidential to those involved.
a. The Synod Moderators meet monthly (except August) to consider the movement of ministers. When the vacant post has been declared and the Pastorate Profile and summary have been prepared, the Synod Moderator gives information about the vacant post to the Synod Moderators' meeting using the Summary Pastorate Profile. The vacant post is advertised through the monthly mailing to all ministers before any consideration of an introduction. Ministers may request sight of the Summary Pastorate Profile. If candidates can be identified, or if any ministers have asked for it, they are shown the full Pastorate Profile and asked about letting their name go forward. Ministers seeking a move may be shown more than one profile, from which they may choose one to pursue.
b. If a minister agrees, the name with their Personal Profile is given to the pastorate. If several wish to be introduced their Personal Profiles are given to the pastorate which has to choose one with whom to proceed. (See Appendix 10 for a description of the process as printed in Assembly Reports 2004 page 120.)
c. An invitation may then be given to the minister to meet the Interim Moderator and Elders. These meetings/interviews should be confidential and carefully handled; some guidance is offered in Appendix 5. Members of any ministry team and ecumenical representatives may be met at this point and the manse may be seen.
d. If the minister and pastorate call group both agree, the candidate should be invited for a weekend, to include meeting with appropriate groups, leading of services, social gatherings, etc. Consideration should be given as to whether joint services in a group pastorate might be more appropriate than leading worship several times in different locations.
e. Elders' Meeting and Church Meeting(s) (normally with the Interim Moderator(s) chairing) will take place as soon after the weekend visit as possible; the Elders are free but not obliged to make a recommendation to the Church Meeting(s). In a group pastorate a decision can be taken to meet in one place for a shared discussion and decision. Otherwise results of decisions taken separately at different times should be kept in confidence by the Interim Moderator(s) until all congregations have met, then the result communicated to everyone. Pastorates should think through carefully the possibilities of different outcomes and make plans accordingly. Any decision is communicated to the candidate immediately after the meeting, or as soon as possible, by telephone and confirmed in writing; a report on the attendance and the voting figures should also be offered. If the candidate is willing to accept the call, the acceptance is provisional until Synod concurrence is given; a provisional acceptance should therefore be communicated to the Synod Clerk as soon as possible, with a request for concurrence.
f. At this point the minister is required to seek a Criminal Records Bureau disclosure, the result of which will be made known to the Synod Moderator by the Ministries Committee.
g. The Interim Moderator(s) works with the pastorate, Synod officers, newly called minister and Synod Moderator to co-ordinate the preparation of the (Ordination and) Induction service, which is under the auspices of the Synod. The Interim Moderator may also work with the incoming minister on an induction process.
6 The Appointment, Responsibilities and Role of Interim Moderators
Introduction The ministry of Interim Moderators has
been recognised from the foundation of the United Reformed Church.
Their purpose is to provide a continuing mutual link between the
wider church (usually the District Council) and local pastorate
during a time of ministerial transition. A function of a Synod is
“to appoint, in consultation with the local church and the Moderator
of the Synod, from among its members an Interim Moderator during a
pastoral vacancy”. Such person has in the past normally been a
minister or retired minister, but sometimes an elder may be
appointed. It is important that the Interim Moderator be able to act
and to be seen as a neutral person – someone outside the local
situation. The Interim Moderator needs to be objective and sensitive
to the church’s tradition, theological stance and ways of operating.
The agreement of the local church in the appointment is essential.
The Synod is responsible for the training and support of Interim
Moderators. The Interim Moderator may be invited to the Pastoral
Committee to report on the state of the pastorate during the time of
ministerial transition. Appointment When a minister receives a call to another pastorate or post, or is within six months of retirement, or for any other reason is leaving the pastorate, then the Synod initiates discussion with the local church and the Synod Moderator and appoints an Interim Moderator [Manual 2 (3) iii]. In a pastorate involving more than one church each may have its own Interim Moderator, and if so a co -ordinating Interim Moderator may be appointed. The role and duties of the Interim Moderator should be agreed and clearly defined. Care should be taken in choosing a person with experience, knowledge of the district, insight into the needs and aspirations of the local church, time and a readiness to exercise the role.
Best practice is for clearly defined terms of service to be agreed by all parties at the beginning. An appointment for a year at a time is helpful. All will then understand the time available to be used, the cost of the operation (Interim Moderators’ expenses are paid by the receiving local church) and the tasks which can be undertaken by the Interim Moderator. One of the first needs will then be to determine who will be responsible for what the Interim Moderator is unable to do. Note that the oversight by Elders and Church Meeting continues, intensifies and in many instances flourishes during the time of transition.
Responsibilities The role of the Interim Moderator will
have to be negotiated. Some will simply be responsible for the
process of introducing a candidate, others may be willing to lead
worship, chair all church meetings, make emergency pastoral visits,
preside at the ordination and induction of elders and attend social
functions. All of these depend on the availability of the Interim
Moderator and will vary from person to person. In some areas a small
number of specialist Interim Moderators are being trained to carry
out this role. So, the responsibilities of Interim Moderators
normally include: f. Aiding the drafting and negotiating of
Terms of Settlement, including housing provision h. Advising on what is appropriate at each stage.
The Role The question of how much leadership to
give and of what nature is difficult to prescribe because it has to
be assessed in the light of varied circumstances. In this period it
can be helpful to reflect on such matters as the sense of
‘bereavement’ that the loss of a minister might bring, the anxiety
about a time without a minister and any underlying conflicts that
might have emerged during the previous period of ministry. This time
can also be an opportunity for hidden gifts within the elders and
members to be released in leadership, worship and pastoral care etc. The transition time is not just a waiting
time; the church can develop. The Interim Moderator can help the
church grow in awareness and confidence in the process, and be
prepared to address difficult issues. If this growth and development
does not occur the church will be restricted in its vision for the
future.
7. Special cases: Ordinands, married couples, advertised posts, fixed term appointments, health issues.
Experience gained from a variety of special cases enables the Synod Moderators’ meeting to offer guidance and support to ministers, pastorates and Interim Moderators. For further information beyond that given contact one of the Synod Moderators.
Ordinands – see Appendix 6 for guidelines for Interim Moderators in introducing an ordinand to a pastorate. Ordinands prepare their Personal Profiles in time for interviews with the Synod Moderators normally in September of their final year of training. The October Synod Moderators’ meeting then seeks to offer each ordinand a suitable pastorate to consider. Most ordinands receive a call within their final year of training. Before proceeding to ordination and induction the District Council should be satisfied that training has been satisfactorily completed.
Married Couples – the settlement of couples is complicated and therefore requires sensitive and careful handling. Two call processes will be interlinked, and the Interim Moderators will need to liaise closely. Particular care will need to be taken over confidentiality, whilst issues such as housing, etc will be different from normal.
Advertising posts – The Synod Moderators’ meeting produces each month a list of pastorates seeking a minister, which is circulated to all ministers through the payroll system. This is the way that posts are ‘advertised’ within the church. When a pastorate first appears on the list normally no names are considered by the Synod Moderators, so that all ministers have the opportunity to express an interest. In the case of a post being advertised, e.g. through Reform, then usually that post is not considered by the Synod Moderators, unless the advertisement specifically directs enquirers to their Synod Moderator.
Fixed term appointments – most calls to ministers to serve pastorates are open ended. But some posts are for a fixed period, for example the special category ministry posts, which are five years in the first instance but can be extended after review. Ecumenical posts are also often fixed term and this will be clear from the job description.
Health and Disability issues – the pastorate should be made fully aware of all relevant matters in cases where there may be health and disability issues.
Visits to a pastorate by the Synod Moderator and representatives of the pastoral committee enables everyone involved in the process of the movement of ministers to have a clearer understanding of what is involved. These visits can explain the process, clarify the role of the Synod, Interim Moderators and Synod Moderators, review the ministry needs of the pastorate, review the draft pastorate profile and prepare the way for the introduction of possible candidates. What follows are headings, which should be covered in one or more of these visits.
a) Explanation of the Synod's responsibilities through Pastoral Committee for determining the pastorate and its scoping, drawing up terms of settlement and declaring a vacant post
b) Appointment and Role of Interim Moderator(s)
c) Synod Moderators’ Role with Pastoral Committee and District Council
d) Movement of Ministers
i. at each monthly meeting Synod Moderators give consideration to ministers seeking a call. NB Description of Process in Assembly Reports 2004 (See Appendix 10)
ii. ordinands are given priority – their profiles usually come to the October meeting
iii. the process deals with ministers seeking a call, occasionally it begins with pastorates. NB A summary Personal Profile for each minister and a Summary Pastorate Profile for each pastorate are circulated to each Synod Moderator.
iv. sometimes there are specific requests from ministers (they receive a list each month of vacant posts, and can request to see Summary Pastorate Profiles)
v. sometimes specific requests for named ministers are received from a pastorate
vi. as appropriate, consideration is given to ministers from other churches with a certificate of eligibility
vii. occasionally, settled ministers are challenged to consider a call to a particular pastorate
viii. Decisions about introduction are the result of Synod Moderators’ collective discussion
ix. A full Pastorate profile, or more than one, is offered to a minister. In some cases the same profile is offered to more than one minister, in this case a deadline is set by which ministers have to express their wish to proceed.
x. A minister's full personal Profile is send to the Interim Moderator for consideration by the Pastorate Call Group. NB More than one ministers profile may be offered, however, the pastorate can choose only one to pursue.
xi. The minister meets with pastorate call Group and the Interim Moderator
xii. The minister meets with congregation and preaches with a view
xiii. The Church meeting(s) decide on whether to offer a call. NB procedures for voting should be discussed and agreed in advance.
xiv. Concurrence is sought from Synods
xv. A Criminal Records Bureau disclosure has to be obtained by the minister
xvi. The Induction Service is planned, co-ordinated by the Interim Moderator
xvii. General The timetable is unpredictable and may be lengthy. In cases when the process is halted by either party, support and reflection are important. The whole process is confidential. Everything should be under-girded with prayer
e) Review of ministry needs of pastorate, including -
i. State of congregation:- Mission opportunities; Special needs or features; Ecumenical context; Scoping comments; Openness to change
ii. Minister: - Equal opportunities Church; Age and gender; Length of future ministry; Appropriateness for Ordinand; Special skills, e.g. Pastoral, preaching, administration, youth and children, leadership, evangelism, social involvement, music, reconciliation, Theological range, Ecumenical commitment, Terms of settlement, Manse, ‘Anything to Avoid’
iii. Positive aspects of vacancies
iv. Need to keep congregation informed of process and steps being taken Appendix 2 Making good use of a time of transition
The movement of a minister brings with it
many different reactions and a wide range of emotions. Sometimes
symptoms of bereavement will predominate, at other times perhaps the
excitement of a possible new beginning. The Interim Moderator will
need the gifts necessary to help a pastorate through a period of
change. It is not easy in a transition period to support the life of the church. This is particularly true where the leadership expectations of the members have rested almost entirely on the minister. The elders and the entire congregation will need help from the Interim Moderator in encouraging their self-confidence and recognising their gifts. But the life of the church is their responsibility – its worship, pastoral care and outreach – and the Interim Moderator can help them to accept this responsibility, try to guide their thinking and encourage best practice. Positive thinking about the present, together with the constructive view of the past will provide the best foundations for a healthy future.
Reflecting The transition period is not a time for simply maintaining what has been the case. For the health of the church (and in order to be more attractive to an incoming minister) it should be seen as a time of reflection on where the church is and where its future lies. There is time to re-assess resources and discover ones previously unrecognised. The Interim Moderator as an independent observer is well placed to serve as a catalyst to this process. Square pegs and round holes can sometimes be better seen from a distance and lateral solutions to problems suggested. Adequate reflection takes time but is an important prerequisite for the writing of a clear and visionary profile.
Planning A well-used transition period can be used to plan for the future. The church’s participation in God’s mission continues and, while there are some things which are better developed with the new minister, it is a mistake to put aside all new ideas, especially those which are likely to raise the spirits of members. The Interim Moderator’s experience and objectivity again will help the church to analyse when to do and when to defer. It seems safe to assume that a new minister will look more favourably at a church which is moving forward rather than one which is bogged down in struggles to stay where it is.
TO BE COMPLETED BY PASTORATES SEEKING A MINISTER
A well-produced Pastorate Profile can help in the introduction of a minister. It is useful to those who are seeking to make an introduction and to any minister who is trying to understand the characteristics of the vacant pastorate. It should be written with care after Elders have discussed each section and have consulted other leaders and representatives of local churches concerned.
Before indicating their expectations for a new ministry, the Elders should examine the life, work and theological outlook of their church(es) and the leadership they need from a minister. This paper should be taken as a guide to the questions they should ask and to the content of the resulting Profile. It is not a form to be filled in, although the statistical sections E and F may be used in this way and incorporated into the final document.
Section A may be supplemented by separate descriptions of distinct localities and sections E and F should be completed for each congregation. A summary profile should then be completed, based on the full profile. See the pro-forma in appendix 11.
If the final Pastorate Profile is in type-script, one copy should be sent to the Synod Moderator in a form which can be photocopied. However, a few pictures and perhaps a map may help you to present your church and its setting. If you do include photographs, or produce the Profile in a bound form, provide at least three copies.
The name of the pastorate and, where appropriate, the names of the local churches concerned should be at the front of the Profile or at the head of the first page.
A role description indicating the expectations (key responsibilities and objectives) of the minister should be included with the profile. This is particularly necessary for an LEP or joint or group pastorate in respect of leading worship and the priority of meetings to attend. It is important to indicate how the pastorate operates other than assuming the minister is the point of communication.
At the end of the Pastorate Profile indicate who were involved in its preparation and add the date.
A. MISSION CONTEXT
Name of the pastorate and the churches involved.
Describe the setting of the churches (e.g. rural, country town, suburban, inner city, urban priority area, city centre etc.) and adding other relevant detail (e.g. local occupations).
Describe the population of the communities being served: (a) numerically - with other relevant detail (e.g. growing/static/ declining) (b) by social composition (e.g. age, ethnicity etc.)
Describe the ecumenical scene: (a) What other churches are in the area? (b) What are relationships like? (c) Are there any local formal arrangements (e.g. local covenants)?
Give a brief history of the church. Describe, as to a prospective minister, what is distinct about the pastorate and the communities it serves, the characteristics of this pastorate in its setting, its theological outlook and worship style and the strengths and weaknesses of the congregation(s).
B. PRIORITIES FOR THE PASTORATE
What are the mission priorities for the pastorate? What is the mission or vision statement? What different opportunities are there in the various sections of the pastorate?
Bear in mind the Five Marks of Mission TELL Proclaiming the good news of the Kingdom. TEACH Teaching, baptising and nurturing new believers. TEND Responding to need by loving service TRANSFORM Seeking to transform unjust structures of society TREASURE Striving to safeguard the integrity of creation
This section will need expansion for united
churches or Local Ecumenical Partnerships. C. MINISTRY
D. LOCAL CHURCH LIFE
Describe the worship/devotional life of the church in relation to the following questions:
Occasional Offices
What is the frequency and average attendance at Church Meeting? Give an indication of the frequency, average attendance and variety of items discussed at Church Meetings
How does the Elders meeting operate? Give an indication of the frequency of Elder Meetings and variety of items discussed. Outline what other committees there are which are concerned with the life of the church. E.g. church life, mission, property, finance etc. Describe the relationship between Church and Elders meetings and the committees of the church.
Describe the work with children and young people in relation to the following questions:
Give a description of all other church organisations and list outside organisations meeting on the premises.
E. STATISTICS
Number of members on roll- total ………………………… number under 25 ………….. 25-44 ……………………….. 45-64 ……………………….. 65 and over …………………
Changes in the roll over the last five years-
(a) Additions: on profession of faith by transfer (b) Losses: by death by transfer by removal from the roll
Number of members residing-
(a) within one mile of church building (b) over three miles from church building
Number of adherents (or 'community roll')
Total number of households (members + adherents)
Number of serving Elders
Number of non-serving Elders.
Other church officers
Please include a copy of the accounts for the previous year.
Appendix 4 Aid to drafting Terms of Settlement
Draft Terms of Settlement should be considered by the District Council prior to declaring a vacant post, and then later discussed with any prospective minister. Agreed Terms of Settlement can also assist the process of monitoring during a ministry, and form the basis of any agreed changes. Terms of Settlement are a local expression of the Plan for Partnership, which is the basis on which ministers act as office holders within the Church. The latest edition of the Plan for Partnership for Ministerial Remuneration can be found on the URC website.
Pastorate name:
Scoping Is the post fully scoped (i.e.100%) or part time? If part time, specify what proportion it is.
Stipend The General Assembly of 1993 passed the following resolution: Assembly believes that the payment of special stipend supplements by churches is no longer justified and calls upon ministers and churches to bring an end to this payment as soon as possible. Is it proposed to pay any supplement to the basic stipend? £............. p.a.
(NB The pastorate is responsible for corresponding additional NI payments.)
Is any additional paid work agreed (by Synod and pastorate)? (see Plan for Partnership Section 8) £………..p.a.
Housing (see Plan for Partnership) (NB In some areas responsibility for manses lies with Synod.) Is a manse provided? If so indicate what sort of house it is. What accommodation has it, e.g. number of rooms - downstairs /study / bedrooms / type of heating / garage, garden etc.? (see Plan for Partnership Appendix D National Manse Guidelines and Assembly Guidelines for Manses Assembly Record 2003). What is its address? Indicate how it is situated in relation to the church(es), shops, schools etc What public transport is available? Is the pastorate willing to consider changing the manse if asked? If there is no manse at present, is the pastorate in a position to provide one? Is the pastorate willing to consider payment of a housing allowance in lieu of provision of a manse? If YES will the pastorate follow the full guideline given in the Plan for Partnership Appendix B?
Travelling (see Plan for Partnership) Is the regular use of a car considered necessary? Where a minister does not provide a car but the regular use of a car is considered necessary, it is the responsibility of the local church to provide a suitable vehicle. The costs of private motoring shall be borne by the minister under locally agreed arrangements (paragraph 6.3.4.3 Plan for Partnership). Will such a vehicle be provided? If so, complete Section A. If the minister wishes to provide his/her own vehicle, complete Section B.
A. If a vehicle is to be provided, state make & type of car, size and year What annual figure is budgeted for: depreciation, maintenance and running costs? What arrangement is proposed for private mileage by the minister? Will there be any limitations on private mileage? B. If the minister provides the vehicle; will the agreed national rate be paid? Will these arrangements be reviewed annually? If NO, what basis of review is proposed? Administration (see Plan for Partnership)
Office Expenses Office expenses, including postage, telephone (including mobile phones and internet), computer equipment, stationery and any other expenses necessarily incurred on church business shall be reimbursed in full to the minister. On what basis will these sundry expenses be met? Is the minister is expected to pay for private telephone calls? (There is a Tax and National Insurance charge if this is not the case.) What will be the arrangements for doing this?
Education for Ministry The pastorate must clearly understand that all URC Ministers of Word and Sacraments are expected to undertake annual study as part of their continuing education. In the first three years of ministry, it is compulsory for ministers to take part in Education for Ministry 2. (Report to General Assembly 1998 p.124) This comprises two residential weekends a year as part of a 14 day study leave programme and as well as time with a Pastoral adviser and a Synod programme of study for new ministers. During the rest of their ministry, Ministers are strongly urged to devote two weeks per year to Education for Ministry 3 (Page 126 General Assembly 1998). Ministers attending a weeklong course should not be expected to lead worship on the following Sunday (a study Sunday). For non-stipendiary ministers, a ‘week’ means two weekends each lasting from Friday evening until Sunday tea-time.) Every ten years, Ministers are encouraged to undertake up to three months sabbatical leave in negotiation with the Synod re timing and pastoral cover.
Is it proposed, or would the pastorate be willing, to offer the minister a book allowance in regard to education for ministry, say within the range of £150 - £250, and help towards the cost of ministers’ summer schools etc.?
Other The pastorate shall honour the holiday entitlement in the Plan for Partnership. ‘Ministers are entitled to 5 weeks holiday in each calendar year and one further Sunday away from the pastorate. When a minister only serves for part of a year the holiday provision is pro rata. One week of holiday may be carried forward to the following year. Holiday entitlement is not affected by sick leave, in-service training courses or sabbatical leave. Such periods of leave/absence may result in more than 1 week's holiday being carried forward into the following year.’ (paragraph 7.1 Plan for Partnership) The pastorate should state it will be responsible for its share of removal expenses as in the Plan for Partnership (Appendix C - The receiving local church is responsible for paying the costs of removal. Where the removal is within the United Kingdom reimbursement of up to 50% of the cost incurred (subject to a maximum reimbursement of £1,000) is available from the Ministry and Mission Fund and application should be made via the MoM Office.)
General The pastorate accepts the United Reformed Church policy to grant maternity pay and parental/adoption leave.
The pastorate accepts the declaration of Equal Opportunities contained in the URC Employment Practice report accepted by General Assembly 1990 and notes the provision for a grievance procedure (see Appendix 8).
The pastorate will review these terms every two years and is willing to renegotiate these terms during a particular ministry, providing the minister and the Synod agree to changes.
Agreed at the Elders' Meeting on................................................................
Signed …………………................................ Church Secretary
Signed …………………………………...………. Synod
Signed …………………………………...………. Minister Appendix 5 Sample Terms of Settlement
THE UNITED REFORMED CHURCH
……………………… SYNOD
Settlement Agreement - [Stipendiary]
This Settlement Agreement is made between
--------------------------------------------------------- (the Pastorate)
and the Revd_________________________(the Minister)
1 Scope The pastorate has been declared to be (full time/part-time) scope by the ………….. Synod. It is agreed that the basic pattern for the minister’s time and conduct of worship will be: ……………………………………………………………………………………………………..
2 Stipend The minister will receive the stipend appropriate for a pastorate of this scope from the national Maintenance of the Ministry pay roll office.
3 Housing The minister will live in the manse provided at ………………... The pastorate will pay the Council Tax water rates and any other tax[es] on the manse in full; will insure the building and accepts responsibility for the maintenance and decoration of the manse. [Or The minister will live in a house within the pastorate area towards which the pastorate will pay a housing allowance according to the Plan for Partnership.]
4 Travel The pastorate will reimburse the minister for using his/her own car in accordance with the recommendations of the URC central committee, and for costs of public transport, upon submission of a written claim (as agreed), and subject to annual review in the light of recommendations from URC Synod and/or finance department. The pastorate will also pay a fixed car allowance of £1,200 per annum.
5 Administration, telephones and Computer The pastorate will reimburse the minister for all administrative expenses, including stationery and postage, upon submission of a written claim. Telephone(s) will be provided by the pastorate. The minister will be expected to reimburse the pastorate for private telephone calls. A computer will also be provided with access via broadband to the internet. A specification for the computer and details of telephones and broadband will be negotiated and agreed prior to induction.
6 Education for Ministry The pastorate will support the minister in undertaking Education for Ministry (EM), both EM2 (Report to General Assembly 1998 p.124) and EM3 (Page 126 General Assembly 1998). The Pastorate will encourage the minister to take Sabbatical leave as recommended in the Plan for Partnership and to attend one annual Synod School, for which the pastorate will pay. The pastorate will also support the ministers in the accompanied self-appraisal scheme. For any Sundays involved in these provisions the pastorate will be responsible for arranging and paying for pulpit supply. The Pastorate will offer a book allowance of £…… (150-250), to be offset against the purchase of books, computer software etc.
7 Holidays and regular days off The pastorate will honour recommendations for regular weekly days off, and will follow recommendations regarding holidays in the ‘Plan for Partnership’ (note iii) – viz. five full weeks holiday per year (including five Sundays) plus one additional holiday Sunday.
8 Removal costs The pastorate will accept its share of removal expenses as recommended in the ‘Plan for Partnership’ (note 3).
9 General The pastorate will honour the guidance in regard to minister pregnancy (July2000) and the declaration of Equal Opportunities contained in the URC Employment Practice report accepted by General Assembly 1990.
10 Re-negotiation and Review The Pastorate and minister are willing to re-negotiate these terms of settlement during the course of a ministry at the request of the Synod. Any suggested changes from the pastorate or the ministers will be subject to the agreement of the Synod. The terms of this agreement will be reviewed every two years and when changes are made to Synod and General Assembly guidelines.
11 The wider United Reformed Church The pastorate acknowledges that ministers are ministers of the whole United Reformed Church and have a responsibility to serve the wider church as well as their own local pastorate. Requests for specific pieces of wider service will be discussed between the Elders' Meetings and the minister.
12 Generally Both minister and pastorate will seek to follow the Plan for Partnership and the provisions of the Basis for Union. Signed ____________________________ Minister _____________________________ ……………………………. [for the Pastorate] _____________________________ ………………………………[for the Synod]
Date _______________________ Appendix 6 Interim Moderator’s Notes for introducing an Ordinand
These notes are to assist the Synod Moderator in ensuring that an Interim Moderator is aware of all the special factors that might obtain when an ordinand is being introduced to a vacant pastorate. Most of the following would be expected in the normal pattern of introducing a minister to a pastorate. Some elements are particularly sensitive where the introduction of an ordinand is concerned.
1. The Synod Moderators will take care to identify the pastorates that are genuinely suitable for a student according to agreed criteria:
When the Synod Moderator first proposes the name of a student, the Interim Moderator should check with the local church leadership through the church secretary/ies that the pastorate is willing to consider an ordinand. This will usually have been covered by the Synod Moderator during a visit according to the above criteria, but should be clarified before an introduction is effected.
2 A first consideration of the ordinand’s personal profile and an invitation to an initial exploratory meeting with the pastorate call group should normally take place within 3 weeks of introduction. This will ensure that, if either or both parties conclude that there is no basis for proceeding further, the ordinand is available for introduction at the next Synod Moderators’ meeting.
3 The Interim Moderator should try to be available in a supportive role for the ordinand and the pastorate through each stage of their exploration together. This is particularly important when there may be need for clarification of how the Church’s settlement process operates. Specifically the Interim Moderator should make space for:
3.1 Briefing the ordinand about the context and any special factors in the pastorate, unpacking the pastorate profile as appropriate. This may involve responding to questions of:
3.2 Being present to ensure a creative and reflective engagement with meetings of the pastorate call committee, special interest groups, and informal gatherings of church members. These should include penetrating discussion about:
3.3 Making arrangements for a daylight visit to the community/ies served by the congregation/s in the pastorate. Where possible this might include an opportunity to meet with non-church community leaders and representatives of ecumenical partners.
3.4 Ensuring the suitability of overnight hospitality arrangements, especially if the ordinand is visiting alone, and that there is sufficient and appropriate relaxation and reflection time built in to the timetable.
3.5 Learning from the ordinand if there are any special dietary or disability needs to be borne in mind when arranging hospitality or the provision of meals; or any particular personal or family information needs that would facilitate reflection and decision about a possible invitation. This might include:
4 Candidates should be given clear and precise travelling directions, especially if coming by road. These should include contact telephone numbers in the event of last minute hitches or getting lost. Travelling expenses should be identified and paid swiftly.
5 Candidates should be clearly informed of:
6 The Interim Moderator should make clear arrangements with the ordinand how s/he will make known the outcome of an initial exploratory meeting or a church meeting. If this is agreed to be done by telephone it should always be confirmed by a letter. In the case of an offer of a call the ordinand should also reply in writing.
7 The Interim Moderator should ensure that, in the event of a decision not to proceed at any stage of the introduction, a detailed de-brief of the process, discussions and reactions should be sent to the receiving Synod Moderator within one week. This is designed to enable a supportive de-brief of the candidate and to assist the Synod Moderators in the next stage of exploring appropriate introductions.
8 After a call to the pastorate is given and accepted, the Interim Moderator is a key person in a number of practical matters:
Appendix 7 A meeting of the Pastorate Call Group and the Minister
In the context of discovering God's will regarding the filling of a vacant pastorate, the care taken over a meeting of the pastorate call group and the minister is vital. When a candidate visits a pastorate, there should be more than one opportunity for informal contact with a wide range of members (including children and young people) and, if possible, adherents.
1. The preparation: Ensure that all relevant papers are available. This will comprise correspondence; minister’s personal profile (not for general publication); pastorate profile; draft terms of settlement. The pastorate call group may comprise only Elders, or it may include others invited to take part, since it is desirable to ensure that there are women and men present, and if possible a mix of ages. The meeting will be less fruitful if more than, say, twelve are present (in addition to Interim Moderator and candidate).
A comfortable venue, with freedom from distraction and a friendly atmosphere should be chosen. Well before the meeting the Interim Moderator(s) should consult with the pastorate call group and the minister to decide what form the meeting will take. It is important that this is not determined solely by the pastorate call group and that the minister has significant input into the arrangements for the meeting and is happy with them before the meeting takes place. Prior to the meeting the pastorate call group with the Interim Moderator(s) should agree topics they wish to cover in the meeting with the minister and the Interim Moderator(s) should consult the minister about topics s/he wishes to raise in the discussion. It might be helpful if the Interim Moderator arranged an exchange of this information prior to the meeting.
2. The meeting: An Interim Moderator should chair the meeting. Every interview, however formal or informal, has a recognisable sequence, which should be followed:
a) Opening. It is important to set the scene, to spend time in prayer together, to confirm introductions. Make clear the agenda to be followed; agree on what notes will be taken, by whom and for whom . b) Exchange of information. The questions and discussion should cover all topics and at each stage the candidate should be able to ask as well as answer. Only by frank exchange of views can God's will for pastorate and minister be discovered.
c) Closing. Even when the time is pre-arranged, the conclusion of such a meeting must be handled with care. No major matter should be overlooked.
d) It is important to make clear what the next stages will be, and the probable timing.
3. The assessment: It is vital to stop, think and pray when the candidate has withdrawn, before any conversation, discussion or assessment is begun. Those present should gauge their impressions against the list of factors previously agreed, such as training, qualifications, experience, presentation, motivation etc. Additional factors will now be apparent following the meeting, and will probably affect the assessment. It may be useful to score a candidate under each heading as good, acceptable or problematic but not everyone will follow this method. A consensus should be sought in order that a clear recommendation can be made. The pastorate call group should have confidence in the candidate as a prospective minister before issuing an invitation to preach with a view. Appendix 8 Declaration of equal opportunities policy
1. The Church will behave as an 'equal opportunity employer organisation' and not discriminate between ministers on grounds of race, gender or disability.
2. The Church affirms in its Basis of Union that 'all ministries shall be open to both men and women' and at Assembly in 1987 adopted a Declaration on Racism.
3. The Church works to combat racism and sexism and is committed to positive action rather than containing the issues.
4. The Church is aware of possible barriers, for example to women and to black people within the structures of the Church in ministry and other posts; this has to do with expectations, position, role and status.
5. The Church will therefore establish appropriate methods of monitoring the appointment, call and position of women and black people in the ministry and of considering appropriate action where necessary. (Revision of Employment Practice Report, Appendix E, Note C)
A grievance procedure
1. The purpose of a grievance procedure for ministers is to give a legitimate place of complaint and to solve the problems as quickly and as simply as possible. A timescale should be agreed in each case which should normally be dealt with inside three months.
2. It is important that grievances are treated seriously, because they are genuine to the person concerned.
3. It is important to discover whether the grievance is legitimate.
4. In the first instance the minister with the grievance should approach the Synod Moderator; however if the grievance involves the Synod Moderator, the minister should approach the Synod Clerk.
5. The Synod Moderator should approach both parties within one month of the request, respond to the grievance and where possible effect a reconciliation. If the Synod Moderator is a party to the grievance, the Synod Clerk or another mutually acceptable person should act.
6. Where immediate reconciliation is not possible, a small independent group should be established by the appropriate council of the church, consisting of lay people and ministers, men and women.
7. Either party should be able to challenge the composition of the group which should reflect the nature of the grievance (e.g. if it concerns equal opportunities, finance, etc. members of the group should be seen to have some knowledge of the issue).
8. The group should then meet with both parties who may be accompanied. The group should again attempt a reconciliation but, if this is not possible, should arbitrate between them. (Revision of Employment Practice Report 4.7.2, Note D) Appendix 9 Personal Profile for a Minister
NB This document is to be completed and controlled by the writer. It may be useful to a Synod Moderator and/or the Interim Moderator, Church Officers and Elders of a pastorate under consideration. It is NOT for general circulation.
Surname Christian names
Address (please include postcode and telephone number)
Date of Birth Date of Ordination
Spouse: Name Occupation
Child(ren) Name(s) Date(s) of birth
Any other relevant family information.
Medical: If there are any medical factors that might affect your work, ensure that your present Synod Moderator knows.
Education: Please give dates and qualifications.
Secondary Education
General Higher Education (pre- or post- ordination)
Please list other training courses, other professional qualifications, language or similar skills etc.
Pre-ordination/commissioning Theological Training
Education for Ministry 3 (in-service training undertaken)
Please give details of your life and faith journey, in a chronological form, including ministries and other posts, (paid or unpaid) academic achievements, in-service experiences.
For each post give:
· its location
· details of the main duties, responsibilities etc.
Description of Ministry:
Please give a description of the following
Expectations:
Please describe any experience or special skills not already mentioned which you feel may be relevant to your future ministry.
In which areas of ministerial work are you particularly interested and/or experienced (e.g. pastoral care, youth work, evangelism, community development, administration, leading worship, preaching, training, etc.) Please give your reasons for your choice.
Please outline your immediate objectives in ministry.
Please outline your vision for the church.
If you have an interest in a particular post please indicate the grounds of your interest in a covering letter.
If you are considering a move, please complete the following:
Do you presently own a car? yes/no
Do you prefer to run your own car? yes/no
Would you prefer a housing allowance to the provision of a manse? yes/no
No preference
When would you be free to leave your present post?
Are there any factors which would affect your ability to move or determine where you would consider going (e.g. Educational, family, occupation)?
Signed Date Please complete the Personal Summary Profile (see attached pro-forma). Appendix 10 Guidelines for the Introduction of Stipendiary Ministers
Report to General Assembly 2004 Appendix 1
Guidelines for the Introduction of Stipendiary Ministers to pastorates declared vacant by District/Area Councils
‘Mission Council welcomes the following procedure and encourages the Synod Moderators to implement them and make them known to the wider church.’
1. A personal profile on one sheet of A4 to standard format shall be prepared by a minister seeking a move. This will be circulated in advance of the Synod Moderators’ meeting. It shall include details of particular geographical or other constraints.
2. A synopsis of its profile on one sheet of A4 to a standard format shall be prepared by a vacant pastorate and tabled at the Synod Moderators’ meeting.
3. If more than one minister has expressed an interest in a particular pastorate then the personal profiles of all those interested shall be made available to the pastorate, but they may then choose only one candidate with whom they wish to meet.
4. Pastorates may enquire via the Synod Moderators to see if a particular minister would be willing to meet with them.
5. Ministers seeking a move may be shown more than one profile.
6. On request, ministers may be shown the synopsis of any vacant pastorate not already the subject of a formal introduction.
7. The present system of notifying all ministers monthly of all vacancies shall continue.
8. The Synod Moderators’ meeting shall be free to approach ministers to consider urgent needs in particular vacancies.
Pastorate Profile Summary
Minister/CRCW Personal Profile Summary
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