sprc basics

8/15/2019 SPRC Basics

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Staff/Pastor-Parish RelationsCommittee Training

SPRC BasicsJanuary 2014


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Topics for Discussion

• Organization of the SPRC

• Duties and Responsibilities of the SPRC• Skills for an Effective SPRC• Walkthrough a “Normal” Year for the SPRC• Overview of Key Tasks• Resources Every SPRC Should Have


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Organization of the SPRC


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What is the SPRC?

The Staff/Pastor-Parish Relations Committee isthe administrative unit in the local church wherestaff/pastor and congregational interests areintegrated to focus on the mission of the church.


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Who we are...

• Professing members of the local church

• People engaged and attentive to our ownChristian spiritual development

• Elected by the Charge Conference


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Committee Basics (¶258.2a-d)

Organization• Between 5 and 9 persons (one shall be a young

adult and one may be a youth); all must beprofessing members

• No staff member or immediate family memberof a pastor or staff member

• Not more than one person from any onehousehold• Three year classes; members shall be able to

succeed themselves f o r o n e t h r ee-y ea r t er m


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Committee Basics (¶258.2e-f)

Meetings• Meets at least quarterly• Meets at the request of the Bishop, DS, pastor, any

person accountable to the committee, or chairpersof the committee

• Meets only with the knowledge of pastor and/or D

• Pastor shall be present unless s/he excuses self• May meet with DS without the pastor or appointedstaff

• Shall meet in closed session• All information shared is confidential!


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Duties and Responsibilities of

the SPRC


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Duties of the Committee (¶258.2g)

Support and Care for Ministry and Staff

• Encourage, strengthen, nurture, support, andrespect the pastor(s) and staff and theirfamily(s).

• Confer and counsel with pastor(s) and staffregarding effectiveness of ministry; relationships with the congregation; health and self-care; andconditions that may impeded effectiveness of

ministry• Confer, consult, and counsel with pastor(s) andstaff on relationships with congregation,priorities, skills, and goals

• Provide an annual evaluation of pastor(s) andstaff to encourage effective ministry


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Support and Care (continued)• Consult with pastor(s) and staff on continuing

education and renewal leave, professionalcertification – making recommendations toChurch Council.

• Consult with pastor(s) and staff on pulpitsupply, compensation, travel, vacation,

insurances, pension, housing – makingrecommendations to the Church Council.• With the Trustees and pastor make an annual

review of the church-owned parsonage – makingrecommendation to the Church Council.


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Mission and Ministry• Promote unity in the church(es).• Communicate and interpret to the congregation

the nature and function of ministry in the UMCregarding open itinerancy, inclusiveness anddiversity

• Interpret preparation for ordained ministry and

the Ministerial Education Fund• Education the church community on the value of

diversity of selection in clergy and lay staff anddevelop commitment to the same


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Candidacy and Lay Ministry• Enlist, interview, evaluate, review, and

recommend candidates for ministry: CLM; laypreachers; candidates for ordained ministry andmissionary service

• Training for SPRC members before chargeconference vote to be provided by the District

Committee on Ordained Ministry (dCOM)


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Appointment Issues• Confer with pastor and/or appointed members

of the staff when its becomes evident that the best interests of the church and pastor(s) will beserved by a change.

• Cooperate with the pastor(s), DS, and bishop in

securing clergy leadership.• Such conferring and cooperating with the DS

and bishop is advisory only.


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Personnel/Staffing• Develop and approve job descriptions for staff in

cooperation with the pastor in charge.• Recommend to the Church Council, after

consultation with the pastor, other staffpositions to meet ministry needs.

• Recommend a Personnel Policy to the Church

Council, in consultation with the pastor• With pastor, hire, contract, evaluate, promote,

retire, and dismiss non-appointed staff.• Recommend to the charge conference and

establish a Personnel Committee if needed.


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Committee Development

• Keep informed of personnel matters in relationshipto Church policy, professional standards, liabilityissues, and civil law

• Communicate, interpret, and implement Baltimore-Washington Conference Policies and Procedures▫ Safe Sanctuaries Policy▫ Sexual Misconduct Questionnaire – remembering ALL who

use building!• Participate in educational and trainingopportunities provided by the conference, region, ordistrict

Consultation (When Assistance/Advice is Needed)• Contact your District Superintendent


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Skills for an Effective SPRC


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Skills for the SPRC

• Maintain confidentiality• Create a climate of effectiveness• Listening and feedback vs. polling for

complaints (no anonymous complaints)• Make facts known vs. rumors.• Provide professional, constructive feedback in

a system of evaluation• Be aware of the conference rules on sexual

misconduct. Report any allegations directly tothe DS immediately

• Engage conflict well


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Confidentiality/Integrity Guidelines• Issues are discussed during meeting, not between

meetings• All matters under discussion are kept in strictconfidence, i.e., a “safe” place

• All input brought to the meeting is held in confidence, but is “owned” input

• May invite someone to speak but individual may not stayfor deliberations

• Minutes and evaluations are confidential. Itrecommended that the chair collect and keep thismaterial.

• There should be careful reporting to the Church Councilof each meeting, ensuring that confidentiality ismaintained.


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Engaging Conflict Well


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Engaging Conflict Well

• If the District Superintendent cannot resolve theissue:▫ A Conflict Mediation Team is available from the

Conference, with the district superintendent’srecommendation.

▫ These costs, if any, are borne by the church.▫ Keep the district superintendent informed.

• Allegations of misconduct should go to thedistrict superintendent i mme d i a t e l y .


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The Circle Process of Mediation


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The Circle Process of Mediation

• Clarify the relational covenant – ground rules forcommunication

• Use a talking piece (e.g. a bible or cross)

• Engage the Circle Process

▫ Name strengths

▫ Name the issues

▫ Identify solution(s)

▫ Summarize consensus statements

▫ Summarize agreement statements


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Table Discussion

Share one change you have made in your SPRC committee in the past yearthat has had the most impact on your

effectiveness as a committee.


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SPRC Calendar: Organizing Your

Work


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SPRC Calendar: Organizing Your Work

Winter:

• Organize the Committee (Elect vice-chair & secretary)

• Review action items coming out of Fall evaluations;Complete pastor and church goals for the year

• Look at SPRC Goals for year

• Training and review for members

• Review and update job descriptions for lay staff

Spring:

• Conduct a parsonage tour with the Trustees

• Review Conference rules on housing


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Late Summer/Early Fall:• Review salary, benefits, and non-salary support

packages for the pastor and staff• Interview Lay Servants and Certified Lay

Ministers (CLM) for Charge Conference

Recommendation• Interview Candidates for Ordained Ministry for

Charge Conference Recommendation• Prepare the Pastor(s) Annual Compensation

Form for Charge Conference approval.


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Late Fall:

All Items Due December 1

• Prepare Evaluations of Clergy and Congregation;

review evaluations with clergy and give pastor

printed, signed copy• Prepare SPRC Advisory Form; review with clergy

• Review/Revise Congregational Profile


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Table Discussion

What practices have made your year run smoothly?


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The Evaluation Process


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Three Types of Evaluations

Congregation

Clergy

Ministry

Self

• Congregation EvaluationExamines the effectiveness

of the congregation inachieving its mission.

• Clergy Ministry Evaluation

Examines the effectivenessof the pastor (staff) inleading the congregation

toward the fulfillment ofthe mission.

• Self EvaluationSelf-Examination ofpastoral effectiveness.


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BWC Clergy/Congregation Evaluation Forms

• Clergy Self-Evaluation: Completed by Clergy

serving the church• Clergy Ministry Evaluation: Completed by SPRCand Clergy

• Congregation Evaluation: Completed by LeadPastor, Lay Leader, Church Council chairperson,SPRC chairperson, Finance chairperson, and other

leaders (at least 5 persons)• SPRC Advisory Form: Completed by the SPRC

• Clergy Advisory Form: Completed by all Clergy(except retired)

Due Date: December 1


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Clergy Compensation Guidelines


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Clergy Tax Guidelines

• Clergy are employed by the local church for

income tax purposes• Clergy are considered self-employed for social

security purposes

• Clergy are not Independent Contractors

• The Housing Allowance is excluded from income

taxes• IRS Reporting Requirements

▫ The church withholds income tax

▫ The church does not withhold or pay FICA

▫ The church is responsible for submitting a W2


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Clergy Leave Benefits• Leave Paid By the Church

▫ Vacation – 4 weeks annually*▫ Continuing Education – 2 weeks annually*

▫ Camp Volunteer – 1 week annually*

▫ Sick Leave

▫ Sabbath (Renewal) Leave – up to 3 months every

seven years**• Leave Funded By Other Sources

▫ Sabbatical – one year leave of absence for specialstudy

* - prorated for part-time clergy

** - only applies to full-time clergy


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Total Compensation Package (for Full-

Time Clergy)• Salary

• Parsonage or Housing Allowance

• Accountable Reimbursements

▫ Travel & Professional Expenses

▫ Continuing Education

• Health

• Pension


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2014 Equitable Compensation

(for Full-time Clergy)• Minimum Salary

▫ Base Salary $39,728▫ Additional Years of Service +$250 per year

(up to 15 years)*

• Housing Allowance $19,534

• Travel, Continuing Education & $ 4,100

Professional Expenses

*Note: Increments are now limited to 15 years


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The Appointment Process


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Cabinet Guidelines for Appointment-Making

• United Methodist Church Practices▫ Open-itinerancy▫ Appointments are for one year▫ Consider the gifts and graces of each

clergyperson and the missional needs of

congregations individually and collectively▫ Make appointments based on maximizing

disciple making


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• Priority of Needs▫ The mission of the church in the conference▫ The needs/mission of a specific church and its

community▫ The needs of the clergy (including family

situations)


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• Steps in the Process▫ Profiling of the church▫ Selection of the pastor by the Bishop▫ “Meet Your Pastor” meeting▫ Appointment confirmed through Statement of

Understanding▫ Appointment announced


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Table Discussion

Share one thing you have done in your church when there was a

pastoral or staff change to

welcome that new person to yourchurch.


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Resources• The 2012 Book of Discipline of the United Methodist

Church• Guidelines for Leading Your Congregation: 2013-2016• Baltimore-Washington Conference Policies & Procedures

Manual• www.gcfa.org General Council on Finance &

Administration of the UMC▫ Housing Allowances Q&As

▫ Accountable Reimbursement Policies Q&As

▫ Accountable Reimbursement Policy – Long form

▫ Accountable Reimbursement Policy – Short Form▫ Local Transportation Expenses Q&As

• Baltimore-Washington Conference Conflict ResolutionBrochure

• Safe Sanctuaries: Reducing the Risk of Abuse in theChurch for Children and Youth by Joy Melton

http://www.gcfa.org/http://www.gcfa.org/


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Resources Every SPRC Chair Should Have

SPRC Role and Responsibilities

1. Denominational Resources

• 2012 Book of Discipline

•

Guidelines for Leading Your Church: Staff Parish Relations Committee2. Baltimore-Washington Conference Resources

• BWC Policies and Procedures Manual

3. Lewis Center for Church Leadership Resources (www.churchleadership.com )

• Effective vs. Ineffective SPRC

• Giving and Receiving Feedback

• Theological Foundations for Evaluations

• Types of Evaluations

4. Church Administration and Finance Manual: Resources for Leading the Local Church,

Morehouse Publishing, Frank Witman, Otto Crumroy, and Stan Kukawka, 1998

Conflict Mediation

BWC Conflict Resolution Brochure

Safe Sanctuary

BWC Safe Sanctuary Checklist

BWC Sexual Misconduct Questionnaire

Staffing & Compensation Guidelines

BWC Equitable Compensation Guidelines

BWC Healthflex & Pension Information

GCFA Clergy Tax Packet

GCFA Accountable Reimbursement Q & A

GCFA Housing Allowance Q & A

GCFA Local Transportation Q & A

Web Resources

www.bwcumc.org

www.GCFA.org/tax-packet/

www.gbod.org/lead-your-church/pastor-staff-parish-relations-committee

www.churchleadership.com/pastorevaluation/default.asp

http://www.churchleadership.com/http://www.churchleadership.com/http://www.churchleadership.com/http://www.bwcumc.org/http://www.gcfa.org/tax-packet/http://www.gcfa.org/tax-packet/http://www.gbod.org/lead-your-church/pastor-staff-parish-relations-committeehttp://www.gbod.org/lead-your-church/pastor-staff-parish-relations-committeehttp://www.churchleadership.com/pastorevaluation/default.asphttp://www.churchleadership.com/pastorevaluation/default.asphttp://www.churchleadership.com/pastorevaluation/default.asphttp://www.gbod.org/lead-your-church/pastor-staff-parish-relations-committeehttp://www.gcfa.org/tax-packet/http://www.bwcumc.org/http://www.churchleadership.com/


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CONFLICT IS A NORMAL PART of congregational

life. The Baltimore-Washington Conference

conict transformation policy recognizes

that every congregation experiences conict at times

and provides a process for engaging the conict in

healthy ways for the individuals involved and for the

congregation.

Biblical & Teological Foundation

F G R, oursalvation history is storied with conflicts betweenndividuals and within and between groups,

cultures, congregations, and yes even between God

and humanity.

I , conflict can be acatalyst for renewal, health and change and serveas a mechanism for creating momentum towardnecessary change and growth. At other times,however, conflict can become destructive and causeserious dissension among people. Clear and healthyprocess for working through conflict will empowera congregation to move forward in the midst of thechallenges and increase faithfulness and effectivenesswithin the congregation. Jesus outlined the process

of conflict resolution saying:

“If another member of the church sins against you,

go and point out the fault when the two of you are

alone. If the member listens to you, you have regained

that one. But if you are not listened to, take one or

two others along with you, so that every word may be

confirmed by the evidence of two or three witnesses.

If the member refuses to listen to them, tell it to the

church; and if the offender refuses to listen even to the

church, let such a one be to you as a Gentile and a

tax-collector. Truly I tell you, whatever you bind on

earth will be bound in heaven, and whatever you loose

on earth will be loosed in heaven. Again, truly I tell

you, if two of you agree on earth about anything you

ask, it will be done for you by my Father in heaven.

For where two or three are gathered in my name, I am

there among them.”

– M ATTHEW : -, NRSV

J whichinclude honest communication with oneanother, a willingness to be reconciled, and an

acknowledgement of the need for forgiveness in our

lives. He also claims to be in our midst when we are

with those who disagree with us. We are at our best,

and honor God, when we work to resolve differences,

offer forgiveness and reconcile differences within the

congregation.

J “If a brother/sister refuses to

listen even to the church, let him/her be to you as a

Gentile and a tax collector.” Jesus would give theGentiles and tax collectors a second chance over and

over again and responds to Peter’s question about how

many times he needed to forgive with, “I do not say

to you seven times, but seventy times seven.”

W S , the polity

resources, and the process to grow our churches

beyond occasional conflict. It requires intentionality,

hearts intent on forgiveness, and well-trained SPR

Committees. Our hope is that our local congregations

will become healthier and therefore more successful in

growing disciples for Jesus Christ.

Baltimore-Washington Conference

The United Methodist Church

East Market Place

Fulton, MD

Baltimore-Washington Conference

The United Methodist Church

C

R

within

Congregation

POLICY AND PROCEDURES


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3 S E P S F O R R E S O L V I N G C O N F L I C

Companions“If you speak to your brother/sister but

he/she does not listen, take one or two others along

with you, that every word may be confirmed by

another.” – M ATTHEW :

I is not reasonably resolved, speak

to a member of the Staff Parish Relations Committee

(SPRC) and ask for help to resolve your concern.

Tis may include having a member of the committeemediate a conversation between the individuals who

are in conflict with one another. Tis step may also

include having those with concerns meet with the

full SPRC committee and pastor so that they may

hear the concerns identified. When the concern

is with or involves the pastor, the SPRC chair will

contact the Guide if there does not appear to be

resolution or a path forward to address the concerns

presented. SPRC’s are encouraged to participate in

conference training on conflict resolution and to

seek consultation with the guide about mediating

conversations.

Council“If he/she refuses to listen, tell it to the chur

– M ATTHEW :

A who does not believe that the SP

has adequately addressed their concern or believ

that the SPRC has not acted objectively, may ask

SPRC Chairperson to contact the Guide. Te G

will further review the concerns and determine i

additional steps are warranted.

When the conflict arises because of an allegati

of sexual misconduct, sexual harassment, or sexu

abuse, the SPRC Chairperson or the pastor will

contact the District Superintendent immediately

(within eight hours) so that the Sexual Miscond

Policy will be implemented.

Communicate“If your brother/sister sins against you, go and

tell him/her the fault, between you alone. If he/she

listens to you, you have gained your brother/sister.” – M ATTHEW :

B for yourself and the individual

with whom you have a conflict. Invite God to share

wisdom, enable understanding and an openness to

communication that resolves differences.

When you have a concern about an action of

the pastor, staff member, or parishioner, attempt

to work it out directly with the person. Speak

with the individual face to face. Explain how it

has affected you and provide an opportunity for

reconciliation between you and the other person. You

are encouraged to start the conversation by saying – I

experienced (describe what you felt or experienced)

when you (describe the action of the individual) and

I would like to resolve our differences.


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Safe Sanctuaries

Local Church Self Evaluation Form

Statement Yes No Unsure

We screen and check references for all paid employees,including clergy, who have any contact with children and/oryouth.

We screen all volunteer workers for any position involving workwith children and / or youth.

We train at least annually all volunteer and/or paid workers withchildren/youth to understand the nature of abuse and torecognize indicators of abuse.

We train at least annually all volunteer and/or paid workers withchildren/youth in how to carry out our policies to prevent abuse.

Our workers and volunteers are informed of state law

requirements regarding abuse and their responsibility forreporting incidents.

We have a clear reporting procedure for a suspected incident ofabuse that follows the requirements of our state law.

We have insurance coverage available in case a complaint ofabuse occurs.

We have a clearly defined building usage strategy as acomponent of our abuse prevention plan.

We have a clearly defined response plan to be implemented incase an allegation of abuse is made against someone in ourchurch.

We offer at least annual education opportunities to parents ofchildren and youth about how to recognize and reduce risks ofabuse.

We take our policies to prevent abuse seriously, and we arecommitted to their enforcement for the safety and security of allour children, youth and the adults who work with them.

From: "Safe Sanctuaries: Reducing the Risk of Child Abuse in The Church" by Joy Thornberg Melton


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QUESTIONNAIRE (Please check the appropriate box. If more space is needed, please use an additional sheet of paper.)

1. Have you ever filled out this questionnaire for this church or agency? Yes NoIf no, please answer questions 2 through 9 below. If yes, give the date:__________________.

Have any answers changed since you filled out that copy? Yes NoIf no, please sign and return this form. If yes or you are unsure, please answer questions 2through 9 below.

2. Have you ever been accused, in a written and signed statement, of sexual misconduct with a

child or a youth? Yes No

3. Have you ever been accused, in a written and signed statement, of sexual misconduct with

an adult? Yes No

4. Have you ever been dismissed from any position, volunteer or salaried, because of

accusations of sexual misconduct on your part? Yes No

5. Have you ever resigned from any position, volunteer or salaried, because of an accusation ofsexual misconduct on your part, or to avoid being dismissed because of an accusation of

sexual misconduct on your part? Yes No

6. If your response to any of the foregoing questions (2 through 5) is “yes”, please provide on aseparate sheet of paper all details regarding each accusation of sexual misconduct that has

been made with respect to you, including a description of the alleged conduct, the name ofthe person who made the accusation, the date f the alleged misconduct, and the name ofyour employer at the time of the alleged misconduct.

7.a. Have accusations of sexual misconduct on your part ever resulted in civil or criminal court

proceedings at any level (e.g., indictment, arrest, trial, etc.)? Yes No

If yes, please provide the complete details of those proceedings (including dates,circumstances, the jurisdiction where the proceedings occurred, the nature of theaccusations, and the result of the proceedings) on a separate sheet of paper.

7.b. Have accusations of sexual misconduct against you resulted in civil or criminal court

proceedings on more than one occasion? Yes No

8. Other than the above, is there any fact or circumstance involving you or your backgroundthat would call into question your being entrusted with the supervision, guidance, and care

of young people? Yes No


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9. Please provide three adult references (names, addresses, phone numbers) of persons who are

not related to you by blood, marriage or other family relationship and are not employed orsupervised by you, who can, to the best of their ability, provide statements in support ofyour good character and clean record in regard to sexual misconduct with children, youth,

and adults.

Name and Address:

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

QUESTIONNAIRE RESPONSE FORM (To be signed by all laypersons and un-appointed clergy who work with children or youth

within the local church or a Conference agency. If under 18, a parent or guardian must also sign.)

I verify that the answers I have provided on this questionnaire are true and accurate to the best of

my ability. I understand that false answers, as well as the failure to sign this Response Form, willresult in my being denied the position for which I am being considered.

Signature:___________________________________________________ Date:______________________

Please print your name:___________________________________________________________________

Parent/Guardian:____________________________________________ Date:______________________

Please print your name:___________________________________________________________________

Address:________________________________________________________________________________

Phone Number: _____________________________________ E-mail:_____________________________

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