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The best current practice in declaring a ministerial vacancy contains the following elements. The order and timing of events will vary according to circumstance.

(NB: 'District Council' here implies 'or the appropriately authorised committee or officers of District; District procedure needs 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).

1. The minister informs the Elders of receipt of a call to another post or other reason for leaving; normally three months' notice of a move is given. At the same time, the move is referred to District Council.

2. District Council 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.

3. District Council arranges one or more meetings with the Elders and the Synod Moderator to discuss the question of the scoping of the vacant pastorate.

4. The pastorate prepares a 'Pastorate Profile'. In a joint/shared or ecumenical situation a job description is also prepared.

5. The pastorate prepares, and District Council agrees, draft ‘Terms of Settlement', to be finally negotiated with a prospective minister. District Council needs to confirm the suitability of the manse; this may be deferred until concurrence of a call to a particular minister is being considered, but any improvements should be done before an induction.

6. District Council determines the 'scoping' of the pastorate (i.e. is it to be whole-time, part-time or somehow shared) and declares a vacancy.

(Revision of Employment Practice Report 2.2.5, Note A)

The best current practice in filling a ministerial vacancy follows the order given here.

(NB: 'District Council' here implies 'or the appropriately authorised committee or officers of District'; District procedure needs 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).

In the context of discovering God's will regarding the filling of a vacant pastorate, the care taken over a meeting of the pastorate vacancy 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. Several Synods issue their own notes for guidance which this sheet cannot replace. This paper concentrates on the actual meeting.

Ensure that all relevant papers are available. This will comprise correspondence; minister's CV (not for general publication); pastorate profile; draft terms of settlement.

Normally the pastorate vacancy group will comprise only Elders. Others may be invited to take part since it is vital 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).

It is essential that a comfortable venue, with freedom from distraction and a friendly atmosphere be provided. Well before the meeting the interim moderator should consult with the pastorate vacancy group and the minister to decide what form the meeting will take. It is important that this is not determined solely by the pastorate vacancy group, and that the minister has significant input into the arrangements for the meeting and is happy with them before the meeting takes place.

The Interim Moderator should chair the meeting. Every interview, however formal or informal, has a recognisable sequence which should be followed:

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.

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.

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.

It is important to make clear what the next stages will be, and the probable timing.

It is vital to stop, think and pray for at least 15 minutes 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.

Employment Practice in the URC APPENDIX D

A well-produced Pastorate Profile can help in the introduction of a minister in a vacancy. 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 and work of their church(es) and the ministerial leadership they need. 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.

In a joint or group pastorate, one response to sections A, E and F should be made for each congregation, with the whole pastorate being covered by sections B, C and D.

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.

Name of local church (if in a joint or group pastorate).

Describe the setting of the church (e.g. rural, country town, suburban, inner city, urban priority area, city centre etc.) saying where it is and adding other relevant detail (e.g. local occupations).

In a joint or group pastorate are there any ministerial team relationships?

If other ministers are involved, give their names and indicate whether they are stipendiary or non-stipendiary.

What agreements cover leadership, meetings, pastoral responsibilities etc.?

Is there a suggested overall portion of ministry for each congregation and its community, or is this to be agreed with the new minister?

How is this expected to work out in regard to:

services meetings pastoral work other responsibilities?

What system of review is proposed for these arrangements?

Please indicate which of the following are seen to be more or less important in the coming years for this pastorate with a new minister.

It is suggested that you list up to five items under 'A' for 'very important', and then divide the others between 'B' for 'fairly important' and 'C' for 'not so important'.

NB These priorities should be agreed after discussion among the elders or whatever group is charged with preparing the Profile. They should not be simply the result of individual votes.

Describe, as to a prospective minister, what is distinct about the pastorate and the community(ies) it serves, the characteristics of this pastorate in its setting, the strengths and weaknesses of the congregation(s), and the needs and opportunities to be tackled in the coming years.

Outline how the pastorate sees the role of the prospective minister in this, and what particular skills and experience will be required in her or him.

At the end of the Pastorate Profile indicate who were involved in its preparation and add the date.

What services are held each Sunday?

What is the average attendance?

How often is Holy Communion celebrated?

What special services were held last year?

What lay involvement is there in the leading of worship?

What hymnbooks are in regular use?

What mid-week services or bible study groups are there?

How many baptisms, believers and infant have there been in the last five years?

How many services of thanksgiving for the birth of a child, blessing or dedication of children?

How many weddings are conducted in the church each year?

What proportion of these are for neither church members nor adherents?

How many funerals are conducted in the church each year?

What proportion of these are for neither church members nor adherents?

What are the age ranges, and numbers in Junior Church/Sunday School?

What are the numbers of leaders the church has?

What material is used?

What other activities/organisations are there for children and young people?

What is the attendance numbers at the other activities/organisations?

What are the numbers of leaders for these groups?

(a) Additions: On profession of faith

Transfer

(b) Losses: By death

By transfer

By removal from the roll

Number of members residing-

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.

Please include a copy of the accounts for the previous year.

The following information will need to be provided for:

(a) the District Council prior to declaring a vacancy;

(b) a prospective minister;

It will also assist the process of monitoring during a ministry, and form the basis of any agreed changes. The information requested relates to the Plan for Partnership in ministerial remuneration first approved by General Assembly in 1980 with subsequent approved revisions (latest amendment 2001) which every pastorate should have.

The latest edition can be found on the URC website www.urc.org.uk

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? (Para.7 Plan for Partnership) £………..p.a.

Housing (paragraph 6.3.1 and 6.3.2 Plan for Partnership)

Is a manse provided?

If so indicate what sort of house it is

what accommodation it has - (e.g. number of rooms - downstairs /study / bedrooms / type of heating / garage l garden etc.)

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 (paragraph 6.3.3 Plan for Partnership)

Is the regular use of a car considered necessary?

If so, it is the responsibility of the local church to provide a suitable vehicle.

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?

(c) 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: (paragraph 6.3.4 Plan for Partnership)

What mileage allowance is proposed?

Will these arrangements be reviewed annually?

If NO, what basis of review is proposed?

Administration (paragraph 6.3.4 Plan for Partnership)

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?

The office expenses, including postage, telephone, 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?

Continuing Ministerial Education (In-Service Training)

During the rest of their ministry, Ministers and CRCWs are strongly urged to devote two weeks per year to CME. (Page 126 General Assembly 1998: As far as stipendiary ministers and CRCWs are concerned, a ‘week’ means Monday 9:00am until Friday lunch-time. Ministers attending a weeklong course should not be expected to lead worship on the following Sunday.

For non-stipendiary ministers, a ‘week’ means two weekends each lasting from Friday evening until Sunday tea-time.)

Will the pastorate honour the suggestions as regards time off for holidays in the Plan for Partnership? (Note 1.)

Will the pastorate accept its share of removal expenses as recommended in the Plan for Partnership (paragraph 6.3.2.3 and Note 1.)

Will the pastorate honour the guidance notes, obtainable from the Maintenance of Ministry office, in regard to ministerial pregnancy (July2000)?

Will the pastorate honour the declaration of Equal Opportunities contained in the URC Employment Practice report accepted by General Assembly 1990?

.

.................…………………………………………

Agreed at the Elders' Meeting on................................................................

Signed …………………................................

Church Secretary

Signed …………………………………...……….

Treasurer

The United Reformed Church

Note 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.

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 Theological Training

Continuing Ministerial Education (In-service training undertaken)

Location

Type of ministry/post. Please give details of the main duties, responsibilities etc.

Please describe the particular skills, techniques or experience relevant to this post.

Please indicate location and type of work, main areas of responsibility etc.

Please give a description of the following

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.

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)