5.0 PERSONNEL
PRACTICES FOR CLERGY
PREFACE
The Diocese of Oregon has established personnel practices and
policies to provide both clergy and lay leadership with consistent guidelines for fair and
effective relationships between clergy and congregations. The Clergy Deployment Officer of
the National Executive Council has expressed the following "word of caution"
about clergy personnel policies:
"No one's ministry is really his own. It is a
representative ministry, representing faith, hope and love of the rest of the Christian
community and ultimately of God himself...All job descriptions really describe the
Christian ministry as we have received it...The Bishop and Diocese are always part of the
process to help guarantee that the ministry is not at the mercy of an unfaithful priest
nor an unfaithful congregation."
It is in this spirit that these policies have been adopted.
It is assumed that all situations and circumstances cannot possibly be
covered by one personnel policy statement. It will be the responsibility of the Bishop in
consultation with the Personnel Committee, the Standing Committee, and the Diocesan
Council to interpret policies and procedures wherever necessary.as circumstances warrant.
5.1 VACANCIES...RECTOR or VICAR
Short term leaves such as a lengthy illness or incapacitation,
educational leave, sabbatical leave or the like are discussed in Section
5.3.
Long term vacancies of parish or mission clergy may occur for a number
of reasons. The purpose of this section is to describe the process used in the Diocese of
Oregon in the search for the new vicar of a mission or the rector of a parish.
The search for an ordained person to fill a vacancy as rector in a
parish or vicar in a mission is one of the most important and far-reaching events in the
life of a congregation. Most congregations are vulnerable at this time. Members may act
out of concern for the future, fear of change, or a desire for change. Communication often
becomes difficult, and leadership often lacks focus during a vacancy. Congregations also
find, however, that searching for a new priest is a time for hope and an opportunity for
renewal..
While the emphasis naturally falls upon calling a new priest, it is
equally important that the congregation use this time to better understand its mission,
reevaluate its goals, recognize and deal with problem areas, and prepare itself for new
leadership.
The process takes time...up to a year or longer. It is essential that
these tasks be accomplished and that the congregation not rush into the calling of a new
priest. The process involves all members of the congregation and its leaders, the Bishop
and a consultant or enabler.
The congregation may require the services of an interim priest during
the search process to be sure that the pastoral, worship and administrative needs of the
congregation are met. The Bishop’s office can be of assistance in identifying persons
qualified for such a role. The objectivity and effectiveness of the process can be
impaired by the confusion of considering the interim priest, the consultant, or assistant
clergy for the vacant position. This should be avoided. In the rare cases that a
suspension of this rule may be warranted, specific approval must be obtained from the
Bishop’s office.
The structure and design of the search process is the prerogative of
the Bishop. The process currently in use in the Diocese of Oregon is described in the
following sections.
5.1.1 THE
SEARCH/CALLING PROCESS
STEP I: PARISH STATUS REPORT:
The Bishop is informed of the resignation or retirement of a priest. A
meeting of the Bishop and the vestryis scheduled as soon as possible. The exit of the
former rector, grief process or conflict resolution will be among the primary
considerations of this meeting. The Bishop will also describe the search process.
Development of the Parish Status Report is then undertaken under the
direction of the Bishop. Step I is under the direction of the Bishop with the assistance
of a consultant or staff person assigned by the Bishop. Assistant clergy and lay
staff may continue to serve during an interim period and after the arrival of a new
Rector/Vicar, subject to appropriate negotiation (see, for example, national Canon
!!!.14.1b). Pro-forma resignations are neither customary nor automatic.
Special attention should be given to non-stipendiary staff, clergy and lay, serving the
congregation.
The Vestry prepares and sends to the Bishop a writen report on the
status of the parish. The report includes:
Parish mission statement, goals, and objectives.
Financial condition of the parish; including clergy and lay staff
compensations, outstanding debt, status of DPA payments, pension payments, and
stewardship.
Ministry plan for the interim period: pastoral care, sacramental
ministry, present staff (clergy and lay, paid and volunteer), position description for
interim priest.
Current issues, concerns, problems or opportunities in the congregation.
Congregational and clerical participation in diocesan life and ministry;
relationship to neighboring congregations.
(It is not wise for the search process to continue until the Vestry and
the Bishop are confident of the basic health of the parish.)
Following the Bishop's written approval of the Parish Status Report,
the vestry may begin Step II, development of the Parish Profile.
STEP II: DEVELOPMENT OF PARISH PROFILE (Time line:
two months):
At a meeting with the Bishop, or a person designated by the Bishop, the
parish begins to develop the profile. A Spiritual Director, a lay person from the
congregation, is chosen and given the responsibility to lead prayers, Bible study, etc.
throughout the search/calling process so that prayer and the theology of a call remain
central to the process.
The consultant appointed by the Bishop begins work with the vestry.
The vestry directs the development of the Profile. (They may appoint a
committee to actually write this material.) The consultant will guide and support this
work.
The Bishop must approve the profile in writing before publication. The
Convocation Dean is urged to review and comment on the profile prior to publication.
The profile will be shared with the whole congregation in a significant
way; e.g. special parish meeting, potluck dinner, adult education forum, etc. The profile
will be shared with neighboring congregations. Copies will be provided for the
Bishop’s Office, to be sent to priests interested in the position.
MODEL PROFILE OUTLINE
Letter of introduction explaining why the profile was developed, who was
the previous rector, and the circumstances of the rector's leaving.
Mission statements and goals.
History of the congregation; what is unique about this congregation.
Current programs, organizations, and liturgical style. Special programs
(Cursillo, prayer groups, meal programs, etc.) Pictures are encouraged but not required.
Present staff and their duties, clerical and lay, paid and volunteer.
Current financial status, including operating budget, treasurer's
report, endowments, memorial funds. Stewardship report, including number of pledges, total
amount pledged, description of stewardship program and five-year pledge history. Detail of
all outstanding debt. Five-year DPA history.
Demographics of the parish, including number of parishioners; average
Sunday attendance; congregational breakdown according to age, occupation, ethnic origin,
and education; residential patterns; average length of time in the parish and the
Episcopal Church.
Description of the community, including history, demographics,
education, school systems, business opportunities, local government, and recreation.
Description of all buildings and present condition. Include all property
owned by the church. Current pictures are required.
Results of the parish survey concerning the gifts sought in the new
priest, including a description of the survey process and a report of the analyzed data.
Areas of ministry and focus (two to six areas), including current
emphasis to be continued and built upon; new ventures or opportunities for ministries.
Position description for the new rector based on the Church Deployment
Office materials, including particular skills or emphasis, responsibilities, and pastoral
specialties.
Compensation: Spell out the range offered in the Stipend Housing
Utilities (SHU) and how this relates to the diocesan standard. Note also additional
benefits: medical insurance, moving expenses, vacation, study and sabbatical leave, and
any other items.
STEP III: DEVELOPMENT OF SEARCH COMMITTEE/DEVELOPMENT
OF NOMINEES LIST (Two months. May overlap with Step II):
Following the Bishop's approval of the profile, the consultant and the
vestry meet to form the Search Committee. The Vestry selects and directs the Search
Committee. While the Vestry should be the core of the Search Committee, other persons from
the congregation may be added to the Search Committee in order to provide a balanced
group. In larger congregations, the Search Committee may be separate from the Vestry. If
this is the case, at least two Vestry members should be on the Search Committee. When
there is a separate Search Committee, some steps undertaken by the consultant with the
Search Committee will be repeated with the Vestry before the final interview stage.
The Vestry will develop a clear charge to the Search Committee which
includes:
The theology of a call
The role of the Spiritual Director
The Vestry's expectations for the Search Committee; e.g. number of
finalists, rankings, special skills, etc.
A budget for the Search Committee
The Search Committee will work under the direction of the consultant.
The relationship of the Search Committee and the nominees are of great concern, and the
following items are emphasized:
Confidentiality
Affirmation Discretion Hospitality Correspondence
The consultant will provide training for the Search Committee in the
following areas:
Interviewing (phone and in person)
Profile reading and use of resumes
Visits to clergy in their churches
Reference checks
Fair presentation and review of all nominees
Standardization of questions for interviews; questions must reflect the
Profile prepared in Step II.
Simultaneous with Steps II and III, names of any nominees for the
position will be sent to the Bishop's office. Sources for nominee's names include
suggestions from parishioners, expressed interest of a person, the CDO office, and the
Bishop's recommendations. All nominees will be preliminarily screened by the Bishop's
Office for the following:
Preliminary background check
Appropriateness of skill/experience for the congregation based on the
Profile.
The Bishop's office will provide this "long list" to the
Search Committee for further screening and preliminary interviews. The Search Committee
will inform the Bishop's office of the closing date for receiving nominations.
STEP IV: INITIAL SCREENING AND INTERVIEWS:
(Time frame - three to four months)
The Search Committee will screen the nominees on the list supplied by
the Bishop's Office.
The Search Committee will conduct interviews by telephone,
questionnaires, or visits in the priest's congregation.
A final list of nominees will be sent to the Bishop for approval. Upon
receiving this list, the Bishop will have a formal background check done on each nominee.
The cost of this background check will be paid by the congregation. The Bishop may remove
a priest’s name from consideration at any point during Step IV.
Nominees on final list will be:
interviewed by the Search Committee /Vestry at the church;
meet with the Bishop;
meet with local clergy;
apprised of preliminary negotiations.
After election the Vestry will notify the Bishop and prepare for final
negotiations.
For larger parishes who have chosen to use a Search Committee separate
from the Vestry, the final list of nominees in the form directed by the Vestry shall be
given to the Vestry for election, negotiation and notification to the Bishop.
SEARCH COMMITTEE REMINDERS:
Do not publish nominees' names
Do not invite the nominee to "audition" in the vacant
parish
Do not insist on the presence and/or participation of clergy
spouse
Do not make random phone calls to nominee's parish or others acquainted
with the nominee
Do not engage in idle gossip about nominees
Do not lose touch with the nominees or the congregation or the vestry in
the process
Do not lose touch with the consultant
Do not lose touch with the Bishop
Say your prayers. Do not lose touch with God.
5.1.2 NEGOTIATIONS/COVENANT OF MINISTRY (Time frame: one to
two months)
The following materials will be provided when negotiations commence
between the person called and the Vestry:
a copy of the current Operations Resource Manual including information
about dio-cesan benefits.
a draft of the covenant of ministry
a position description
a compensation and benefits schedule
[NOTE: The Covenant of Ministry and its annual update
is a part of the Diocesan Compensation Policy described in the following Section 5.2.1 and in Appendix 8.3.1]
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