Explanatory Notes for the Ministry Covenant Conversation Guide

Setting the Table for Healthy Conversations

Evaluation is a familiar word to many North Americans. The meaning however is not consistently used and varies from the business world, to the academy, to the trades, and, certainly, to the church. In fact, many of the evaluation practices in vogue within our culture do not easily translate into the life of congregations. Nor should they! This guide is not to be used as a tool to evaluate clergy. Clergy evaluation occurs through the supervision of the District Superintendent. This tool is designed to guide conversation between clergy and laity who desire to appraise congregational ministry together.Well known church consultant Lyle Schaller said, “90% of what pastors do is invisible to 90% of the congregation 90% of the time.” In other words, we must guard against the temptation to objectify the roles and functions of clergy on the assumption that these factors are quantifiable. They are not.

Effective ministry is less about “work accomplished” and more about the transformation of the community in which Christ has first priority, where courageous love finds expression, where the stewardship of gifts is understood as a grateful response to God’s gracious, creative call.

With these thoughts in mind we suggest that appraisal of congregational ministry involve gracious, sincere, open, honest and ongoing conversation.  This tool seeks to help shape that conversation.

Duties of the Staff/Pastor Parish Relations Committee

As detailed in the 2012 Book of Discipline (¶258.2), the Staff/Pastor Parish Relations Committee should meet at least quarterly and, among other duties:

1. To confer with and counsel the pastor( s) and staff on the matters pertaining to the effectiveness of ministry; relationships with the congregation; the pastor’s health and self-care, conditions that may impede the effectiveness of ministry; and to interpret the nature and function of the ministry.

2. To confer with, consult, and counsel the pastor( s) and staff on matters pertaining to priorities in the use of gifts, skills, and time and priorities for the demands and effectiveness of the mission and ministry of the congregation.

3. To provide evaluation at least annually for the use of the pastor( s) and staff in an ongoing effective ministry and for identifying continuing educational needs and plans.

4. To consult with the pastor and staff concerning continuing education, work-life balance, dimensions of personal health and wellness, and spiritual renewal, to arrange with the church council for the necessary time and financial assistance for the attendance of the pastor and/ or staff at such continuing education, self-care, and spiritual renewal events as may serve their professional and spiritual growth, and to encourage staff members to seek professional certification in their fields of specialization.

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The Staff/Pastor Parish Relations Committees serves in an advisory capacity for the Bishop and Cabinet.  The SPRC does not supervise pastors; however, the SPRC can provide valuable feedback to pastors and the District Superintendent about the nature of a pastor’s ministry and the church’s ministry together.  In Covenant Conversations the SPRC can provide feedback to the pastor and the congregation as together they appraise the health of the congregational ministry.

The Staff/Pastor Parish Relations Committees meet in closed sessions and information shared in the committee shall be confidential. The work of this committee cannot be effectively accomplished without an understanding of the need for confidentiality and discretion in communicating with members of the annual conference outside the committee itself. It is recommended and expected that details and specifics of the committee’s discussions (including the evaluation of the pastor(s)) be considered highly confidential in nature and handled appropriately to maintain such confidentiality.

On-Going Consultation with Pastors

Our desire is to support and enhance the ministries of our pastors by providing maximum encouragement and immediate feedback. We believe this will be done most effectively through using the 5 categories of the “Ministry Covenant Conversation Guide ” as seedbed conversation topics.

These are suggested starting-points or topics for supportive conversations in order to enhance the ministries of our pastors through intentional, honest, and transparent dialogue. The committee shall engage their pastors in helpful and supportive conversations around each of the 5 categories contained in the guide. There is not a required order for the categories as long as all 5 are covered each year.

The purpose of these conversations is to:

1. Identify areas of potential strength which can be leveraged and enhanced, 2. Identify areas of potential growth which can be enhanced, and3. Share with the Superintendent the nature of the pastor’s ministry.

The committee chairs shall be responsible for coordinating and leading at least quarterly conversations with their pastor(s). Notes from the conversations will be attached to the minutes of the meeting. The committee chair will use these notes to prepare an annual report to the District Superintendent summarizing the results of the conversations and giving an overall description of the pastor’s work in the congregation and the church’s impact on the community.  Specific instructions regarding the timing and manner of sharing the results of your conversations will be given by your District Superintendent.

In addition to reviewing the work of the pastor, the committee will also assess the state of the congregation. Benchmark reporting and conference vital sign data along with progress toward congregational goals will be reviewed at least annually.  The Conference Church Health team will provide a tool for accessing the health of the congregation.

How to Use the Ministry Covenant Conversation Guide

In the words of our Bishop, “Our United Methodist understanding of sanctification lends itself to assessment and evaluation. We believe that we are all in process. We are on the

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road to being more than we are . . . growing . . . changing . . . improving . . . moving onto perfection.” The purpose of these conversations is to provide a means of encouragement in that journey for the pastor. It is meant to allow opportunities to celebrate the work of the pastor and to identify areas for growth as well as celebrate areas where growth has occurred.

The conversation guide contains starting points for conversation. We recommend distributing the tool prior to the meeting so that the pastor and members of the committee can use this instrument to make notes in preparation for the discussion. Some questions are best answered by the pastor and some by the committee but all will be discussed by everyone during the meeting.

The scale beneath each question allows for an assessment of how well the committee, as a whole, believes the pastor is performing in that area but is not intended to be a scorecard. The purpose is not to quantify the review but to provide accountability and to show which areas the pastor does well and those areas where the pastor can grow. They will also allow the pastor and committee to assess performance over time.

These conversations can also help identify areas of continuing education for the pastor.

At the bottom of each category, you may add notes summarizing the conversation and documenting any suggestions.

We anticipate that you will cover at least one question per quarter. The committee chair is free to determine which categories are discussed at each meeting as long as all five are covered annually.

The results of each conversation will be documented on a form and attached to the minutes of the meeting. The pastor should also be given a copy for his/her personal use.

Each year, the chair will provide a brief descriptive narrative of the committee’s work to the District Superintendent. At the end of the tool, you will find a form for submitting that narrative.

Just as the pastor will benefit from on-going assessment and evaluation, this process will also benefit from on-going assessment and evaluation. As you use this process and this tool, please let your superintendent know if you have any suggestions for improvement or clarification.

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Ministry Covenant Conversation Guide

1. Personal Ongoing Formation

1.1. Reflects the Christian faith in lifestyle and personal disciplines:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

1.2. Cares for the body and mind as well as spirit and family life:Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

1.3. Takes the initiative to find and engage in ongoing learning opportunities (at a minimum completing 2 CEUs (approximately 20 hours) annually:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

1.4. Practices good relational skills (e.g. caring, friendliness, ability to listen, accessibility, fairness): Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

1.5. Participates in covenant groups (i.e., peer groups where the pastor is held accountable for spiritual growth as well as professional growth):

example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

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1.6 Reflects spiritual maturity and commitment to Christ by tithing personal income:

example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

1.7 What are your plans for continued growth in this area?

Key example(s):____________________________________________________

_________________________________________________________________

COMMENTS:

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2. Administrative Responsibilities

2.1. Leads the congregation in mission to transform their community:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

2.2. Establishes systems to effectively supervise and mentor staff and volunteers:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

2.3 Establishes processes to discover, develop and deploy effective spiritual leaders within the local congregation:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

2.4. Handles sensitive issues appropriately:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

2.5. Provides sound stewardship of the congregation’s finances, including passionate support of the tithing and connectional giving:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

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2.6. Assures proper functioning of church committees (e.g., ensures they meet regularly, proper minutes are kept, ensures communication among committees and with the congregation):

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

2.7 What are your plans for continued growth in this area?

_________________________________________________________________

_________________________________________________________________

COMMENTS:

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3. Leadership

3.1. Grasps cultural context of the congregation—understands the possibilities and challenges of church and community:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

3.2. Team builder—ability to work with people to accomplish goals and effectively delegates responsibilities.

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

3.3. Strategic thinker-- identifies problems, proposes solutions and options for solution then implements them.

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

3.4. Develops strategies to extend the witness of Christ into new places within the community:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

3.5. Encourages building of covenant groups and communities:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

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3.6. Connects local congregation to church at large (e.g., other local congregations, other United Methodist congregations, the district and the conference):

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

3.7. What are your plans for continued growth in this area?

_________________________________________________________________

_________________________________________________________________

COMMENTS:

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4. Preaching and Teaching

4.1 Interprets and proclaims scripture according to the Doctrinal Standards of The United Methodist Church:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

4.2. Clear and effective communicator:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

4.3. Preaches and teaches for commitment and deepened discipleship:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

4.4. Produces unified and transformative worship experiences on a consistent basis (i.e., music, visual aids, sermon and illustrations all complement the message of the day):

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

4.5. What are your plans for continued growth in this area?

Key example(s):____________________________________________________

_________________________________________________________________

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COMMENTS:

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5. Builds healthy relationships

5.1. With church committees:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.2. With community leaders and community at large:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.3. With Staff (if applicable) and volunteers:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.4. With members of the congregation:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.5. With other clergy:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

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5.6. Builds trust and inspires respect:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.7. Ensures effective pastoral care:

Key example(s):____________________________________________________

_________________________________________________________________

Ineffective Needs Improvement Effective Very Effective Highly Effective

5.8. What are your plans for continued growth in this area?

_________________________________________________________________

_________________________________________________________________

COMMENTS:

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Annual Report of the _____________________ Staff/Pastor Parish Relations Committee

December 20 ____

Our team met with our pastor on the following dates:

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

As a result of our conversations, we have determined that our pastor is very effective or highly effective in the following areas:

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

The pastor is growing in the following areas:

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

We also noted: (Use this section for concerns or recommendations)___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

_______________________________________ ______________________________________

Pastor Chair, S/PPR Committee

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Members of the S/PPRC Committee:

_______________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

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