Call Process
Leadership Transition Team
This newsletter explains what steps are being taken to meet staffing needs we have in Youth and Family Ministry. It will be updated regulary and frequently in coming months.
Pre-Call Committee Minutes 1, 2, |
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Minutes of the "Pre-Call Committee 1, 2,
“Pre-Call Committee”
January 27, 2008
Present; Greta Gauthier, convener, Pastor Glenn Berg-Moberg, Hob Weiss, Kristen Wiersma, John Berger and Ken Dahlberg
Devotions; Kristen Wiersma stressed the importance of study and prayer in the call process and referred the group to I Corinthians 12. Paul talks about the “Body of Christ”. She illustrated the “Body of Christ“ with a DVD which emphasizes that the cells of the body work on behalf of the whole body, orchestrated and synchronized for the benefit of self and others. St. Paul uses the image of the Body of Christ in describing the Church. All are needed for the benefit of the whole body and for the whole world. This body is fed by the Word. This “body” loves and works on behalf of the needy world by feeding the body, soul and mind; the vulnerable, young, neighbors near and far. All give of themselves on behalf of the world. All receive the abundance of blessings from those they serve. When this image becomes clear, independence becomes an illusion and brings disease to the other part of the body. Therefore, every cell is important to the health of the body.
Synod Guidelines and Synod Involvement: There are many resources from the ELCA and from the Synod which can be helpful. Kristen W. has a document which she will copy and put into everyone’s church p.o. box.
3. Review of Interim Plan from the Cabinet: The interim report composed of the Executive Committee and the chairpersons of the Education and Youth Commissions was reviewed. The interim plan should be presented by the congregational president at the annual meeting tomorrow evening.
4. Review of Constitution and Past Call histories: The bylaws do not require the congregation to approve call committee appointments. A committee authorized by the Cabinet or the officers can appoint a committee. “Officers” mentioned in the constitution are the executive committee who are authorized to appoint a call committee.
At the congregational meeting suggestions will be welcomed from the floor. In addition, people will be able to write their opinions – that must be signed. There will be no discussion of the suggestions, which will be recorded. People will be encouraged to commit to pray for the committee and the congregation. One church used an email site for people if they had questions/comments.
Hob Weiss volunteered to present this to the congregational meeting on January 28.
In the event that there are questions about this process, Hob will arrange to have a resolution prepared which supports the authorization of the Cabinet to appoint the pre-call and call committee. It was noted that it is impossible for the congregation to function as a “Committee of the Whole”.
5. Call Committee Membership:
- a. Status: This is a “pre” call committee to determine the process to be used; the recommendation by the Executive Committee and approved by the Cabinet suggests that they become members of the final Call Committee. The Education Commission would like the process expedited.
- b. Additions will be invited from congregational members.
- c. Hob Weiss will report to the congregation on January 28.
Is an assessment of the congregation’s need(s) and the calling another person two different tasks? To presume that one group will do it all and then be on the Call Committee is a big commitment. This is a team authorized by the Cabinet to get started on the call process; however, the group is not ready to say they will be the Call Committee. The Cabinet could appoint an assessment committee to bring recommendations to the Pre-Call committee, or perhaps the Pre-Call committee could appoint an assessment committee. Ideally, if the assessment group does a good job with its recommendations, whoever is asked to be on the Call Committee should be able to do a responsible job. The question was asked about whether or not it is a Cabinet responsibility to do the assessment and then the Call Committee can do its job. If the Pre-Call committee has the responsibility of assessment, it needs “worker bees” to help with the process. What will the Cabinet do to support this process so that this group doesn’t get burned out?
One person on the Youth Commission thinks that the Call Committee should have a Youth Commission member. There are already people on the Pre-Call Committee who are parents of teen agers. A teen-ager has been suggested by the Cabinet to be on the Call Committee. Pastor Glenn reminded us that we all put our own perspective on what we hear.
6. Utilization of Prayer for the Process: Daily prayer for the process and for the people involved is needed from everyone in the congregation. A prayer that Kristen W. has from another congregation will be made available to congregational members.
Information for the congregation’s WEB site, the “Communicator”, and church p.o.boxes about this committee, to be lablled the “Leadership Transition Team”, with members’ names and telephone numbers will be prepared by Greta and Kristin.
7. Determination of Congregational Need Part of the assessment needs to be whether a pastor or youth worker is needed. What are the skills needed? Are there gaps? What would complement Pastor Glenn’s role within these skills, gaps, needs? When a youth pastor was called he argued for 50-50 preaching and got 25-75 which limits his ministry outside of the pulpit. It makes him feel that he can’t be pro-active, including in the community.
Another step might be to do a staff audit that will get their input and find out if they like their job and if it’s a good fit. What are the gaps with the staff we have? How about boundaries, work load? Outside consultation might help; the James Company, Alban Institute are possibilities but they are expensive. Pastor Glenn thinks we should use the Youth and Family Institute after we call is made.
The “Mission” profile document might be a good start for discovering what people in the congregation think are needs. How about demographics? How about people who aren’t married, don’t have children? We need broad representation of people’s thoughts. People need to FEEL that they are represented asking for input and contributions. A comment was made about keeping a balance of confidentially while involving the congregation.
Why are people drawn to our congregation? Perhaps there should be an interview of“newer” members.
Associate in Ministry candidates might be another possibility.etc. What are priorities and what would they do? The synod has documentation with samples about what senior pastors, associate pastors, and administrators so. Replacement of the former youth pastor is not the issue; there is a need to step back, ascertain needs of congregation and then consider staff.
The Cabinet wants a report for its February meeting.
8. Schedule of next meetings: Next meeting: Feb. 3 at 12:1
AGENDA
a. report to Cabinet
Ken Dahlberg
b. congregational assessment tools and what fits our situation
Glenn and Kristen
c. staff assessment tool/time studies/other church administrator job descriptions
Kristen and John
d. information from Ivan Swenson about staff evaluations
Hob Weiss
e. “process” over-view information for congregational members
Greta and Kristen
Respectfully,
M. Jamieson, Recorder
“Pre-Call Committee”
February 3, 2008
Present: Greta Gauthier, convener, Pastor Glenn Berg-Moberg, Hob Weiss, Kristin Wiersma, John Berger and Ken Dahlberg
Devotions: Greta provided a reading from Matthew 28:16-20 which applies to the time our congregation is in, of “new beginnings” and “rebirth”, and offered a prayer.
Greta volunteered to chair the meeting.
Minutes: Moved by Ken, seconded by Greta and passed.
Communicator Plan & “What’s Going on?” (Blue handout.) This document clarifies goals. The group needs to communicate with each other, be clear and consistent with what is said to people outside the committee.
Verbal comments from people in the congregation need to be given to the committee; people need to be encouraged to write their suggestions, sign them, and put them in a designated box in the Welcome Center. The box in the Welcome Center will be checked and collated by Hob.
Web site: Because the Communication Committee does not have a chairperson, Kristen will work with them. The Farmington Lutheran WEB page has a place for people to be informed about their call process. Technical problems with the WEB page will be worked on together.
“What’s Going On”, with the search process document: It was noted that the group was chosen by the Executive Committee and approved by the Cabinet. Therefore the group needs to be clear in that they are a transition team but that they may become the Call Committee. Minor changes were made to the document; it will be made available to people in the congregation.
Ken volunteered to be in charge of the Youth and Family bulletin board to communicate to congregational members results of committee work.
Educational sessions between services will serve as ways to inform congregational members; Greta will talk with Paula and music staff about using the sanctuary two times before Easter.
Focus groups with new members might be helpful; others groups might also be identified. Two different times are necessary for new people and for others. This will give a feeling that there is progress while waiting. Announcements at the Soup Suppers can be made periodically. A “Wall of History” in the narthex is one avenue to get people’s in-put. Eventually profiles/photos of Call Committee will posted.
3. Assessment tools for Congregation – Mission Profile: Questions and suggestions about the mission profile are:
1. Could four or five questions be given to the congregation, asking for confidential answers, which will be collated? These would need to be signed. This will show how people are engaged in the process.
2. Cabinet and Commissions are particularly important for doing the profile.
3. Perhaps a survey with ranking – forced choice – will be more helpful for collating. Open commentaries are difficult to assess. Kristin and Greta will work on questions for the pink sheet and John will critique.
4. Should this committee recommend a long range planning process/self-study either for the future or prior to calling another person? Should the Cabinet do the assessment? Should the committee gather information and bring to Cabinet or make recommendations to the Cabinet? This committee doesn’t want to do long range planning!
5. The “Mission Profile” helps the synod determine what this congregation needs.
6. Bench-marking other congregation’s size, budget, staff, how others meet the needs in similar situations might be helpful, especially if gaps are identified.
Assessment tools for Staff: (Pink attachment) Questions and suggestions about staff assessments are:
1. Hob and Ivan have had a conversation about staff and the will be talking again.
2. John suggested starting with an exit interview, where time was spent, priorities, gaps, what didn’t get done, what were assumptions as opposed to reality. Exit information can be gotten from staff and by talking with Pastor Glenn. Hob made a motion that was seconded by John that the group send the exit interview form to Amy which will help with future plans. Amy did have an opinion of pastor and non-pastor functions.
3. Time studies of staff are not that helpful.
4. Before we fill a “gap”, what is the “real” gap? Keep this goal in mind with the questions that are asked. Time spent on specific tasks, gaps of current staff, their needs including planning interaction with individuals, and what they like and don’t like, are important. How do they like to work with people? This is what I like; I need more time for this. What do you like best, what would you like more of? Goal of pink sheet is to have general questions for staff, Cabinet, commissions, but more detailed for staff. Include everyone: parish nurses, janitor, nursery staff, etc.
5. The “Inquiry Summary” gives people the opportunity to think about the future, and how that fits with the present situation. Questions should be upbeat and open.
6. There is value in “what ifs”.
7. Staff should participate in defining their own position and place in the organization. 8. How time is used and assessments can be intertwined and combined.
9. All staff should be asked the same questions and then be collated. Questions could be given to staff in advance to fill out.
10. The same introductory questions need to be asked of both the congregation and the staff, but they need to be simple.
11. This will be concurrent with the congregational assessment.
12. A consultant is willing to contribute time to this process.
13. What is the role of the synod office? The profile is nuts and bolts for the candidates to read about our congregation. The synod knows the pool of people and has mobility papers of pastors. Pastor Glen will inform the synod that we are doing this.
Recent seminary graduates are another possibility.
Report to Cabinet on Feb. 12: Ken will present both a written and a short oral report; Hob will also attend.
1. The congregational assessment will not be an in- depth self study but for this process only.
2. A written exit interview will be mailed to Pastor Amy from the committee.
3. The synod office will be notified about what we’re doing.
4. The assessment strategies for staff and congregation (a survey/ranking for the congregation) will begin as soon as dates can be established for such things as:
focus groups
educational sessions between services
open forums
comment box
history wall.
Time Line: Recommendations will be brought to the Cabinet during the next two months. (Exact schedules will be determined after room availability is gotten from Paula.)
Next meetings:
Feb. 24 12:15 Hob will do devotions. Greta will convene the meeting.
Closing: Lord’s Prayer in unison.
Adjourn:
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