CALL PROCESS MANUAL MANITOBA NORTHWESTERN ONTARIO SYNOD. Adopted March 2010

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1 CALL PROCESS MANUAL MANITOBA NORTHWESTERN ONTARIO SYNOD Adopted March 2010 **With adaptations from BC, SK and Eastern synod documents

2 CALL PROCESS MANUAL TABLE OF CONTENTS Section 1- When a Rostered Leader Resigns or Retires Roles of rostered leader, Dean of Conference, Council and Chair of Council, Bishop and Synod Office, Call Committee, and Newly called Rostered Minister Section 2- Transitions Tasks for Congregational Councils Ministry Management ELCIC Congregational Mission Profile Appointing the Call Committee First Meeting with the Bishop Appointing the Interim Minister Section 3- Tasks of the Call Committee Introduction Communication Confidentiality ELCIC Congregational Mission Profile Submission of Names of Possible Candidates Review of Mobility Papers Identification of Interview Candidates Interviews (Telephone, On-site, Process, Making a decision) Primary Candidacy Congregational Call Meeting Section 4- Interim or Supply Ministry Supply Pastors Interim Ministry Guidelines Role of Synod Intentional Interim Ministry (definition; qualifications) Compensation Guidelines Section 5- Call Meetings Protocol for a call meeting Special Calls Section 6- Call is Accepted- Last Steps Letter of Acceptance Moving Arrangements Installation Service Press Release Invitation to Installation Service

3 Appendices: Appendix 1- Exit Interview Appendix 2- Examination of Parochial/Parish Records Appendix 3- Some Theological Considerations Appendix 4- Devotions for Call Committees Appendix 5- Nomination of Candidates Form Appendix 6- Possible Interview Questions Appendix 7- Candidate Expense Form Appendix 8- Western Synods First Call Program Appendix 9- Call Process Evaluation Form for Call Committees Appendix 10- Service of Farewell and Godspeed Appendix 11- Call Meeting Voting Results form Appendix 12-Installation Service Appendix 13- Sample Letters Appendix 14- Call Process Check List of Tasks **Please note: The Call Process Manual is to be used in conjunction with the following: ELCIC Congregational Mission Profile MNO Synod Interim Ministry Guidelines MNO Synod Compensation Guidelines for Rostered Ministers

4 SECTION 1 WHEN A ROSTERED LEADER RESIGNS/RETIRES Role of Rostered Minister (Pastor/Diaconal Minister): The rostered minister sends a letter of notification, including date of resignation or retirement, to the chair of the congregational council, the Bishop of the Synod and the Conference Dean. In the case of a pastor, she/he ensures the parish/parochial records are up to date and examined by the Conference Dean before the pastor departs from the congregation. An exit interview is expected. Please arrange with the chair of the council as to an appropriate time within the last two weeks in office (before vacation or study days are completed). Role of Dean of the Conference: In the case of a pastor s resignation/retirement, the Dean examines the parish/parochial records, in partnership with the pastor. A form is sent to the Bishop with a copy to the chair of the council. If there is a parsonage, an examination of the parsonage is completed with the pastor and chair of council/or designate. The Dean facilitates an exit interview with the chair of the council and the rostered minister. Role of Council and Chair of Council: The Congregational Council notifies the congregation about the resignation. The chair of the council arranges with the rostered minister to do an exit interview with the Dean of the Conference. The chair of the Council contacts the Bishop to set up an initial meeting to confirm the call process for the congregation. In the case of a pastor, the Council, in consultation with the Bishop, appoints an interim pastor during the vacancy. Supply ministry will be arranged by the council in consultation with the interim pastor. The Council may use the Council Worksheet for Interim Ministry found in the MNO Synod Interim Ministry Guidelines to determine its needs for interim ministry. In the case of a diaconal minister, supply services are arranged by the council. The Council arranges a farewell and Godspeed service before the rostered minister departs from the congregation. The Council appoints a call committee to begin the call process.

5 The council may work with the Call Committee to complete and submit to the Bishop the ELCIC Congregational Mission Profile. Once a candidate has been recommended by the Call Committee, the council votes on the recommendation and designates the candidate as Primary Candidate and notifies the Bishop immediately in regards to this designation. Once a candidate has been designated as Primary Candidate, the council calls for a congregational meeting and notifies the Bishop of time and date of call meeting. This meeting shall be called at least two weeks in advance of the meeting date and congregational members are to be notified at least two Sundays in advance. Verbal notification may be made at two successive Sunday worship services, with the meeting being held after the second worship service. A two thirds majority is required for a candidate to be accepted for call. The council, in consultation with the synod office, approves the compensation package pertaining to the candidate. The Synod Office prepares the Letter of Call and the compensation for the call meeting. The chair of council facilitates the call meeting, using the materials prepared by the Synod Office. Should a candidate decline the letter of call, the process to identify further candidates begins again with the Call Committee and Bishop/Synod Office. Role of the Bishop and Synod Office: The Bishop/Synod Office facilitates a mission visioning event with the congregation/and or council to identify its future needs and context. This assists in the completion of the ELCIC Congregational Mission Profile required in the call process. The Bishop, using the congregational profile, seeks out possible candidates and presents all names to the call committee. Together with the Call committee, the bishop reviews the mobility forms that are submitted and assists the committee in creating a short list of no more than three names for an initial telephone interview. The Bishop is informed also of the one chosen for a personal interview/visitation. Once a candidate has been identified as a Primary candidate, the bishop informs the other synods of this status so that the candidate cannot be involved in another call process in the ELCIC. If and when the candidate has been elected/declined for the congregation, then the bishop again informs the other synods of the changed status. The Bishop/Synod Office, in consultation with the council, prepares the compensation package and Letter of Call materials to be sent to the congregation for the call meeting. If a candidate accepts the call, the Bishop contacts the Dean of the Conference to arrange planning for the installation of the candidate. Role of Call Committee:

6 The Call committee chooses a chair and secretary for the committee. Names are sent to the Bishop and chair of the council. The Call committee and/or the council prepare an ELCIC Congregational Mission Profile and submits it to the congregation for approval and to the Bishop for searching of candidates. The Call Committee seeks names of possible candidates from congregational members and these names are submitted to the Bishop to investigate as possibilities. (Nomination form - Appendix 5) The Call Committee reviews the mobility forms that are submitted and creates a short list of no more than three names for an initial telephone interview. The committee chair contacts the individuals to set up interviews and arranges to send a copy of the Congregational Mission Profile and the most recent Annual Report of the congregation to each person interviewed by telephone. The chair may also ask the rostered minister to send a copy of the most recent annual report of the congregation they are presenting serving. Once telephone interviews are completed, the call committee short lists one candidate to invite for an onsite interview. The call committee is encouraged to include the spouse in the onsite visit. The call committee informs the Bishop of the candidate chosen for an onsite interview. The Call committee meets to decide questions and process for onsite interview and then conducts the interview. The Call committee arranges for payment of expenses for candidate s onsite expenses, i.e. accommodation, travel, meals, etc. (Candidate Expense Form - Appendix 7) The Call Committee informs the chair of council if a candidate is recommended for call. Following the approval of council, the candidate is designated as Primary Candidate. The Call Committee contacts all other candidates in writing to inform them a recommendation has been made and to thank them for participating in the search process. Should a candidate decline the letter of call, the process to identify further candidates begins again with the Call Committee and Bishop/Synod Office. Role of newly called minister:

7 The rostered minister sends a letter within three days, acknowledging receipt of the Letter of Call. A letter of acceptance/decline of the call should be sent to the congregation, the bishop and the dean of the Conference within thirty days of receipt of the Letter of Call. If accepted, the norm is to take office within sixty days. The rostered minister works in consultation with the congregation and Dean of Conference in preparation for an installation service. (Installation Service outline - Appendix 12) SECTION 2 Transition Tasks for Councils Ministry Management During the call process, the congregation will need stability and help to stay focused on the mission they share as God s people in this place. The responsibility for this lies with the congregational Council. The transition period will bring extra responsibilities for Council to oversee. These may include: Oversee and guide the ministry of the congregation during the time between pastoral/diaconal leadership, Provide reassurance to the congregation that pastoral/diaconal ministry tasks will be fulfilled. Assist the congregation in processing their feelings related to the departure of their rostered minister. Provide leadership to assure the continuation of services of worship and to assist those who will lead worship (supply pastors, interim pastors, assisting ministers, musicians, and others). In the case of the departure of a pastor, give support and guidance to those staff persons (office personnel, music personnel, custodial personnel, etc.) who normally function under pastoral oversight (continuation of staff meetings or conversations which help clarify needs, directions and expectations). Assure continuation of rostered ministries (hospital visits, other visitations, emergencies, funerals, weddings, confirmation, and baptisms). Assure confidentiality in regards to sensitive issues which arise during the period of transition. Be a resource to the next called rostered minister and assist her/him in the continuation of ministry needs. ELCIC Congregational Mission Profile The development of the Congregational Profile prior to the calling of a new rostered

8 minister is helpful in at least three ways. 1. It provides the Call Committee with basic information and a description of leadership needs which will guide their work. 2. The profile will assist the Bishop in recommending candidate(s) to be considered by the Call Committee. 3. It provides a picture of the congregation for the candidates as they consider serving the congregation. The Synod Office assists the congregation by facilitating a mission visioning time. This will assist the council or call committee in completing the Congregational Mission Profile. Allow adequate time to thoroughly work through this process and in completing the Congregational Mission Profile. The purpose of the Congregational Profile is to enable the elected lay leadership of the congregation to: 1. Review the congregation s life and mission. 2. Evaluate the congregation s present strengths. 3. Identify specific areas where the congregation needs to strengthen its ministry. 4. Specify resources necessary to fulfill the mission of the congregation, including especially mission tasks in the parish community. 5. Arrive at a current understanding of the mission of the congregation. 6. Identify the gifts that are most important for the next pastor to possess. The Congregational Mission Profile has five parts: Part I - Congregation Information Part II - Ministry Practices and Structure Part III - Mission in the Community Part IV - Where is God Leading Us? Part V - The Leader We Seek Responsibility for completion of the Congregational Profile belongs with the Congregational Council. The Congregational Council may, at its discretion, assign a special committee or the call committee to complete this task. Completing Parts I - IV is mostly a matter of gathering information and statistics. It is recommended that as many people as possible participate in answering Part V - The Leader We Seek. Fuller participation can be achieved by mailing Part V to congregation members, or by having members fill them out before or after worship services. When reporting the results, please indicate the number of respondents that checked Top, Middle and Bottom priority in the blanks provided next to each skill.

9 While the time for a comprehensive survey of the membership may lengthen the call process, the benefit of including and listening to many voices from the congregation will bear much good fruit and be well worth the time spent. In the end, however, it is the responsibility of the Council to make a final decision on the six leadership priorities for the congregation. As you prepare the Congregational Profile, take care to avoid the following two sand traps! 1. Do not attempt to make the congregation or parish sound better than it is by downplaying financial, property or spiritual problems. Tell it as it is. You may scare off some rostered ministers, but that is better than having a deeply unhappy and disappointed new minister who feels he/she was sold a bill of goods! 2. Do not make claims you have not fully thought through for example we want more young people and new members. To bring new members and young people into the church usually requires a lot of change and planning on the part of the congregation or parish. One of the biggest areas of discontent for rostered ministers arises from unrealistic expectations with little support. When these two profiles are completed, copies are sent to the Synod Office so the Bishop or Bishop s representative will have time to study them prior to meeting with Council and, where appropriate, the Call Committee. Appointing the Call Committee It is the responsibility of the Congregational Council to appoint the Call Committee. In a parish arrangement, the responsibility lies with the Parish Council. In some situations the Council may choose to serve as the Call Committee. When appointing the Call Committee consider the makeup of the congregation, assuring that a diversity of gender, age, and ethnic/racial identity is represented, as well as representation from various segments of the ministry of the congregation, such as Worship, Youth, ELW, Education, Evangelism, etc. It is recommended that the committee be comprised of at least 6 persons, with no more than 8 persons. Because of additional demands on the chair of the Congregational Council during a pastoral transition, it is recommended that the chair of the Congregational Council not be the chair of the Call Committee. The Call Committee should be given a complete copy of this call process manual as well as copies of the completed Congregational Profile. The Congregational Council also needs to give the committee information concerning the salary and benefit range that the congregation can consider. Salary and benefit considerations are not matters which are to be negotiated between the candidate and Call Committee. The Call Committee, for example, does not have the authority to commit the congregation to a dollar figure or an extra week of vacation or additional educational leave.

10 The Congregational Council also needs to authorize funding to the Call Committee for its use in carrying out its responsibilities, such as cost of travel, meals and accommodation expenses for candidates invited to come to interview, or for travel by the committee to hear a candidate preach at some other location. Prayer is an important activity for both the Call Committee and the entire congregation throughout this process. Call Committee members are encouraged to commit themselves to pray for one another and for the work of the Holy Spirit among them as they seek to discern God s will for their congregation. Special prayer at worship and during other meetings of the congregation is encouraged. When the Call Committee is selected, the names of the members are made public, with request that special prayers be made on their behalf. First Meeting with the Bishop Once the completed Congregational Mission Profile is received by the Synod Office, a meeting is held with the Bishop or Bishop s Representative, the Congregational Council and the Call Committee. The agenda of the meeting shall include the following: 1. Review of the Congregational Profile. 2. Review of the Call Process and the roles of Council and the Call Committee. 3. Begin developing a list of candidates for consideration for call. 4. Appointment of an Interim Pastor. 5. The Bishop or Bishop s Representative will lead a brief review of the Congregational Mission Profile, 6. Review of the Call Process and the Roles of Council and the Call Committee 7. Develop a List of Names for Consideration for Call It is especially important, in this first meeting, to set aside enough time to raise crucial questions and concerns. Please Note: It is important that members of the Call Committee or the congregation DO NOT contact the potential candidates directly. The names should be submitted to the Bishop. The bishop will contact the candidate s judicatory (Synod Bishop) to determine the candidate s eligibility for call. Names of potential candidates for call may come from several sources: 1. Members of the Church Council or the Call Committee. 2. Members of the congregation (Nomination form - Appendix 5) 3. The Bishop 4. A rostered minister will ask the Bishop to present their name There are many ways that names can come to the attention of the Council and Call Committee. Individuals may suggest: The rostered minister of a previous congregation where they have been a member

11 A rostered minister they have met at a church convention A rostered minister of a congregation where they have worshipped on vacation A previous intern or student from your congregation A rostered minister recommended to you by a member of the congregation Please note that these rostered ministers may be unaware that their names are being suggested and may not be open to call at this time. The Bishop or Bishop s Representative will also suggest names at this time. These names will include any rostered ministers who have asked to have their names provided for consideration in this call process. Rostered ministers from outside the synod may have their names suggested upon submission of a completed Mobility Form through their synod office. The Bishop or Bishop s Representative may also suggest the names of rostered ministers who have the specific leadership needs identified by the Congregational Profile. All of the names suggested will be discussed. Some names may be removed from the list at this time. After the meeting the Bishop will solicit mobility forms from those who have been identified for further consideration. It is likely that some of the candidates you are considering at this point will not choose to participate in your call process. There are many reasons for individuals to make such a choice including: The Rostered Minister has been in his/her present call a fairly short time. Family considerations can play a significant role for some rostered ministers and their availability for call. The age and schooling of children, the spouse s occupation, or care for parents or other family members are all examples. Some rostered ministers do not feel comfortable serving in certain settings. A person raised in a rural area may not be a good leader in a city setting, or vice versa, for example. This may also be an issue for other family members. The congregation where the rostered minister presently serves may be in the midst of a major project such as a building program. Appointing the Interim Minister Synods provide for the care of congregations during a time of pastoral vacancy through the appointment of an ordained minister to provide pastoral care on an interim basis. An interim pastor is appointed by the Synod Bishop in consultation with the Congregational Council. Pastoral care is then provided on a contract basis, either through appointment or a term Letter of Call. Whether your congregation can best be served by an appointed interim pastor or by a called interim pastor will depend in part on the climate within your congregation. A congregation facing the normal range of congregational concerns related to a pastoral transition may be served by an interim pastor without formal training for interim ministry.

12 The Synodical Bishop arranges for the congregation to receive Word and Sacrament leadership during the period prior to the regular calling of a pastor through the appointment of an interim pastor. Sometimes this is done by a retired or neighbouring pastor on a very part time basis. Some congregations will benefit from the leadership of an experienced and trained interim pastor. Situations in which this is particularly appropriate include: 1. The transition following a long pastorate, a congregation facing new mission opportunities and/or a changed context for ministry, 2. The transition following the resignation of a pastor related to disciplinary action by the Synod, or 3. A transition marked by distress, discord or upheaval within a congregation. In such situations an interim pastor serves at the very minimum on a half time basis. The Bishop or Bishop s Representative will help you decide what kind of interim ministry is right for you. Sometimes the geographic location of a congregation may limit the choices available for interim ministry. Part time Interim Ministry is compensated according to the currant MNO synod compensation guidelines. It is expected that the church council in consultation with the Bishop and the interim pastor will negotiate the expected duties and the anticipated number of hours. Duties may include attendance at church council meetings and crisis response. They may also include hospital and or shut-in visitation, confirmation instruction, office hours, etc. In situations where the interim pastor lives a distance from the congregation, compensation for driving time will be negotiated separately. Some facts about interim pastors: < An interim pastor assumes the rights and duties in the congregation of a regularly called pastor. (MNO Synod Bylaws) < The interim pastor normally serves the congregation by covenanted agreement < The interim pastors cannot be considered for the regular call of the congregation < Interim pastors shall refrain from exerting influence in the selection of a rostered minister. All interim ministry relationships with an individual congregation, whether by appointment or call, can be terminated as per covenanted agreement. For more information see the document Interim Ministry Guidelines. You may wish to use the service Recognition of an Interim Rostered Minister included in the Interim Ministry Guidelines as a means of beginning your interim pastor s ministry. This might take place within the Sunday service or at a Council meeting. SECTION 3 Introduction TASKS OF THE CALL COMMITTEE

13 The Call Committee is a special (ad hoc) committee whose sole purpose is to recommend a pastoral candidate to the congregation. Members of the Call Committee should take time to get to know one another and to develop trust in this developing relationship. Prayer is an important activity for the Call Committee and for the entire congregation throughout this process. Call Committee members are encouraged to commit themselves to pray for one another and for the work of the Holy Spirit among them as they seek to discern God s will for their congregation. In particular, when consensus seems unreachable, pray together for God to lead the group in whatever decision is necessary to bring about new leadership to the congregation. In the Appendix you will find Five Brief Devotions for Call Committees (and others) to help you in your prayers. (Appendix 4) If the council has not appointed a chair or secretary, committee members should do so at the first meeting. The Chair convenes meetings, sets meeting agendas, is the contact person with the Bishop s Office and may be the primary contact with candidates. The Secretary keeps the minutes of Call Committee meetings. The Secretary is responsible for written communication between candidates and the committee (letters informing candidates of committee's time line and the interview process to be used, confirming invitations, travel arrangements, thank you notes, and letters informing candidates of decisions reached), sends copies of correspondence to the Synod Office, and may write the newsletter articles, notes for Sunday bulletins, etc. which keep the congregation informed of the committee's progress. Some of these duties may be delegated to other members of the committee. The Call Committee, at its initial meeting, makes other decisions necessary for good order and clear communication, such as the frequency and duration of meetings, rules of order for transacting business, issues of confidentiality, and adoption of either a majority vote or consensus model for decision making. Committee members should also review the document Some Theological Considerations. (Appendix 3) Communication The Call Committee reports regularly to the Congregational Council. The committee will need to determine, in consultation with the chair of Council, the means, frequency and nature of communication with the congregation. Some ways to communicate include: Upcoming meeting dates in the Sunday bulletin Newsletter/e-newsletter articles explaining the Call Process or giving updates Verbal reports during Sunday Morning Bulletin board postings Informal conversation during coffee hours Communications may include:

14 Description of process including communication strategy and roles of key participants/leaders Outline of progress/ actions taken Summary of specific presentations, i.e. the Bishop s visit Identification of call committee members Confidentiality Confidentiality should be clearly agreed upon at the first meeting, including ground rules and boundaries, not only with the congregation but those in their household and workplaces. Conversations about candidates need to be open and forthright within the committee. These discussions should, however, be kept in confidence between the Call Committee members. The importance of confidentiality cannot be overemphasized in the task of calling a rostered minister. It is inappropriate to mention specific candidates outside the Call Committee, including the names of those on the call list, until the committee is ready to share its recommendation with the Congregational Council. It is important to keep all names, as well as any verbal or written information about prospective candidates, within the confines of the committee. One of the things to consider as you think about confidentiality is the difference between openness and holding confidence. Openness means that the Call Committee needs to report regularly to Council and the congregation in order to help everyone understand the process. Holding confidence means that the Call Committee needs to keep all of the verbal and written information about the individual candidates to themselves. At the end of the call process, all materials related to candidates shall be destroyed. Congregational Mission Profile If it is the responsibility of the call Committee to prepare the Congregational Mission Profile, the first step is to contact the synod office to set up a mission visioning process ( ). The visioning process will assist you in preparing the form. Copies of the Congregational Mission Profile are sent to the Bishop and kept in the congregational files. A copy should also be available for candidates who interview with the congregation. Submission of Names of Possible Candidates A copy of the Nomination Form (Appendix 10) should be placed in the bulletin at least two Sundays before the committee meets the first time. This will enable the congregation to provide names for the committee/bishop to consider in their short-listing for telephone interviews. All names are to be submitted to the bishop at least three weeks to a month before the Call Committee will meet with the bishop to short list. This gives time for the bishop to contact all nominees and seek appropriate approval and documentation (Mobility Papers) from their bishop. A sample copy of Mobility Papers is available on the synod website. Reviewing Mobility Forms

15 Once all mobility forms have been received a meeting with the Bishop or Bishop s Representative and the Call Committee will be scheduled to review the forms. The committee as a whole should review the mobility forms one at a time, allowing ample time for discussion and the sharing of individual comments and questions. Keep in mind that just because people say that they have attended a course or say they are interested in a particular aspect of ministry does not guarantee that they are good at it! Committee members will prioritize candidates under consideration. Identification of Interview Candidates 1. Begin with prayer and/or devotions 2. Share brief information on each of the candidates to present to call committee 3. Discuss process to decide who should be considered for interview After reading each mobility paper, prioritize the candidates in order of preference for interview Have committee members speak to their choices and what they see as highlights or concerns Eliminate names of those who will not be considered for interview (consensus reached by committee members) 4. With the Bishop, chart the choices and priorities. Find a majority and seek consensus from the group whether this would be the first candidate to be interviewed. 5. List top three names as a short list for telephone interviews 6. Once telephone interviews are complete, decide which candidate will receive an onsite interview/visit. 7. Select activities and events for candidate to attend while on site for interviews 8. Bishop contacts candidates to indicate selection on short-listing for call committee. 9. Chair of Call Committee contacts each candidate and sets up interview details, i.e. telephone or on-site), dates, times, structures, etc. 10. Once a candidate has been interviewed on-site and is recommended for call by the call committee to the congregational council, the Bishop informs the other bishops of the status Primary Candidate. 11. The congregational council approves call committee recommendation and then calls for a congregational call meeting to present the name of the primary candidate and to vote on extending the call. 12. Should the call not be extended, then the process of identifying candidates may begin again or the call committee may look at their #2 candidate from their priority list. 13. Close with prayer Interviews: Initial Telephone Interview: The chairperson will contact the candidates short-listed (usually three names) by telephone, arranging for an interview time with the call committee. This is a time to

16 discern whether the call committee would like to select the candidate for an onsite visit. Selective questions in regards to desire to serve your community, candidates gifts for ministry in relationship to congregational needs and issues/concerns relating to priorities for ministry, as well as personal/familial situation may be asked. Where possible the interview should be on a weekday evening. See also Appendix 11 (Sample interview questions) Onsite Interview: The chairperson again will contact ONE candidate for such an interview. Sundays are problematic (they would only have vacation days available and no one should be expected to use those for interviews) for those rostered ministers currently under call so interviews should take place during the weekdays. Where possible, the spouse of the candidate should be included in an onsite visit. The onsite visit should include a meet and greet time where the candidate leads a brief worship time, including a short sermon and introduces himself/herself to the congregation. This may also include an opportunity for questions and a social time. The spouse should be included in the meet and greet time. The candidate then should have a more private interview with the call committee only. The council may also choose to meet with the candidate during this visit if they are not designated the call committee. Prior to the interview, the chairperson of the call committee should send the candidate information about the congregation (i.e. congregational profile, examples of bulletins, newsletters, annual reports, etc.). The candidate might send the call committee similar material from the parish they are currently serving. The Call Committee should designate a committee member to host the candidate. Be certain that this committee member is on hand well before the candidate s anticipated arrival at the interview location. If the interview is to take place in the church building, and if time permits, the host might consider providing a guided tour of the church facilities before the interview. The Call Committee may also decide to host the candidate at a local restaurant before the interview. You may also provide a tour of the community including churches, businesses, schools, neighbourhoods of all types, hospitals, recreation facilities, etc. Following brief, informal introductions, a member of the Call Committee may conduct an opening devotional. Each member of the Call Committee then may again introduce him or herself to the candidate, identifying his or her vocation and role played in the congregation. The committee member chosen to facilitate the interview should then outline the anticipated procedure for the interview, indicating the time allotted for the interview, the question and answer format, and an invitation to the candidate to ask questions of the Call Committee. Before the committee s preselected questions are posed, it is appropriate for the Call Committee Chairperson to ask the candidate to share something about him or herself. The invitation, Tell us something about yourself, is purposefully general and open ended. A time limit of from five to seven minutes is suggested for this opening self introduction by the candidate.

17 The formal questioning now begins, remembering that it is very important that the same questions are asked of each candidate for later comparison. Questions may be assigned to various members of the Call Committee, thereby assuring that all present actively participate. If the response received from the candidate seems incomplete or unclear, the person asking the question may pose a follow up question, asking for elaboration, clarification, or examples. The committee should not expect finely polished, textbook accurate answers to spur-of-the-moment questions. If committee members are not satisfied with the answer, clarification can be requested before the next question is asked. Remember to give time for the candidate to answer the questions adequately. You may get a period of silence after a difficult question. Resist the temptation to jump in or answer for the candidate. There are some other interview pitfalls you will want to avoid 1. Don t rate a candidate on the basis of physical and personal characteristics unrelated to their qualifications. Be able to substantiate interview impressions with objective behaviours and comments. 2. Resist the tendency to rate the candidate as good or bad on the basis of one trait or comment. Remember that people are complicated, never wholly good or bad. 3. You may experience awkwardness at the beginning of your interview process. That is just the reality of learning how to work together as a group. Try not to project that awkwardness on to the candidate. 4. Make every effort to treat each interview independently. Resist making comparisons between candidates before all of the interviewing is completed. Judge each candidate on her/his own merit. 5. Resist being swayed by first impressions. Try to base your opinion of a candidate on the whole interview, not just on the first few minutes. A committee member may be designated to record candidate responses during the interview, for further scrutiny by the committee. Note taking should be done as unobtrusively as possible, and if it is to occur, the Committee Chair should explain the purpose of the note taking to the candidate. Some committees might consider recording the interview. Recording should only take place with the consent of the candidate, and with assurances of confidentiality. In formulating questions, carefully avoid those which can be answered with a response of yes or no. For example, the questioner should not ask, Do you think you are effective in your ministry to youth? The candidate will almost surely answer, yes. Rather, ask, Describe how you minister to youth. Give us some examples of how you have worked effectively with youth in your present or former parish. When the committee has completed its list of preselected questions, the Committee Chair may invite additional questions. Though the Call Committee is in charge of the interview, it is helpful to remember that the interview is intended to be a dialogue and not an inquisition! This is intended to be a mutual interview. Invite the candidate to ask questions and provide additional comments during the interview. The committee member leading the interview is responsible for keeping the interview

18 within the anticipated time period previously established. Prolonged interviews are usually counterproductive. If all is not accomplished in the first interview, a second interview can be scheduled. In concluding the interview, the candidate may be invited to answer questions not asked or make any other comment he or she would like to make. The candidate should be thanked for coming and encouraged to be in phone contact with a designated member of the Call Committee should there be additional questions which occur to the candidate in the days following the interview. The Call Committee should indicate the approximate time table involved in the completion of the congregation s call procedures. If possible, at the conclusion of the interview, the committee should reimburse the candidate for any expenses incurred, such as travel costs, overnight accommodations, and meals. If the reimbursement cannot occur at the time of the interview, it should be completed within the following week and an appropriate explanation given to the candidate. While the interview is still fresh in the minds of committee members, it might be useful to reconvene the Call Committee, upon the candidate s departure, for sharing initial impressions. It is important that these shared impressions are recorded for later reference. During the interview, the call committee and candidate should explore styles of leadership, goals, and expectations for ministry. Each member of the committee might explain one area of ministry and take the lead in questioning the candidate in that area (education, youth, evangelism, worship, etc.). Suggested questions for the interview are provided (Appendix 6) It is appropriate to initiate some ballpark compensation discussion in this initial interview, to be sure that the salary package is adequate. However, details and specifics should come later in the process and under the direction and approval of the council. Expenses of the candidate should include overnight accommodations, travel and meals. The Call Committee should send a letter of appreciation to the candidate for his/her willingness to be interviewed. This letter may encourage the candidate to address any additional questions or concerns to the Call Committee. Any expense reimbursement not made at the time of the interview should be made now. Again, a promise of keeping the candidate informed regarding the call process is essential. If the candidate should decide he/she is no longer interested or the call committee is no longer interested in the candidate, the Bishop should be notified immediately by the chair of the call committee. Interview Process A good interview begins with good planning. How will you meet and greet the candidate? Where will you hold the interview? Who will ask questions? What will you ask? Answering these questions will allow you to make the best use of the interview time as well as putting you and your congregation in the best possible light. An attempt should be made to conduct each interview in the same setting and manner.

19 The Call Committee should be consistent in having the same person facilitate the interview each time and plan for committee members to ask the same basic questions of each candidate. This will assure that all the bases are covered in each instance once the interview process begins. If the Call Committee eats in a restaurant with one candidate, the same pattern should be followed with any subsequent candidates. It is extremely important, in fairness to all candidates and for effective functioning of the committee, that all Call Committee members commit themselves to being present for all interviews. A crucial aspect of interviewing is the art of listening. To be a good listener, several things are important: The person being interviewed has invested time and effort to be with you. Therefore, he/she is worthy of the committee s respect, interest, and undivided attention. The committee gives the person time to formulate thoughtful answers. Building on what the person has said, the interviewer asks questions that pick up on information already shared in the interview. This indicates that you are listening. The committee listens for key words and phrases, making certain that they are understood by all. The interviewers listen for main ideas, not just facts and figures. They should ask themselves, What is this person telling us? Interviewers ask clarifying questions to make certain they really understand what the person is saying. If a response is not clear, the committee should ask for it to be clarified. Doing so does not reflect ignorance but demonstrates that the committee is truly interested and trying to understand what the person is attempting to communicate. Committee members can learn to set the candidate at ease by their own relaxed body language, which conveys openness and a welcoming and non-defensive atmosphere. As the Call Committee prepares its questions, it recalls the top six leadership needs identified in the Congregational Mission Profile. These leadership needs are used to form an outline for the upcoming interview with the candidate. The committee selects eight to ten questions that will shape the primary part of the interview. The committee is flexible in realizing that a give-and-take conversation will not necessarily allow you to ask the questions in predictable order. An effective interview is a two-way street, with the candidate also bringing questions and concerns. Allow time and opportunity for the candidate to ask questions and be prepared to address them. Here are some questions that may be asked of you as a committee:

20 1. What is the focus of your congregation? Describe your mission. 2. What is the role of staff and what is the role of the laity in your congregation? 3. How many people are involved in leadership roles? How are lay people involved in worship? 4. In your opinion, how are decisions made in your congregation? 5. What long and short term goals has the congregation adopted? When was the last time an in depth self study was conducted? 6. What is the congregation s commitment to support of and partnership with the synod and the ELCIC? 7. How does the congregation respond to change and how are changes made? 8. What part should family members of staff play in the congregation? 9. What would you display on a highway billboard regarding your congregation? 10. Why did the previous rostered minister leave? 11. Are there skeletons in the closet that I should know about in considering the call here? 12. How many hours a week do you expect the rostered minister to work in the congregation/parish? To help prepare yourselves for the interviews you might want to consider inviting a neighbouring rostered minister to do a "Practice Interview." A practice interview helps the committee prepare to interview candidates, sharpen the questions they desire to ask, and receive feedback about the process they hope to use. You may wish to give an honorarium to the minister for helping you out in this way. Making a Decision As your committee engages in the process of selecting one candidate, whose name will be recommended to the Congregational Council, it will be important to do several things. 1. Ask again for the guidance of the Holy Spirit. 2. Review and clarify earlier understandings of what it means for the committee to reach an agreement. 3. Allow ample time for each Call Committee member to speak and be heard. 4. Come to a decision measured against the six top leadership needs of the congregation. 5. Choose the most suitable candidate, not necessarily the one you think is most likely to accept the call. 6. While listening to your own heart and impressions, go beyond asking Which candidate do I favour? to ask Which pastor can best serve our congregation? If you are unable to make a decision or feel that you can not recommend any of the candidates you interviewed, you will need to inform Council and the Bishop. The process will begin again by establishing a new list of candidates. Primary Candidacy Once a candidate has been agreed upon as the primary candidate by a 2/3 majority vote of the call committee, the council should be notified. Council then accepts or declines

21 recommendation of the call committee. The chair of the Call Committee may be present at the council meeting to inform the council. Providing thorough information about the candidate, with ample opportunity for dialogue between the Call Committee and the Council, will enable the Congregational Council to come to a decision regarding the Call Committee s recommendation. The primary candidate is recommended for call to the congregation BY THE COUNCIL. The bishop should be contacted immediately upon acceptance by the council. This designation ensures that the candidate is not involved in any other call processes in the ELCIC until the congregation call meeting process is complete. The candidate and call committee, with approval from council, agree on the terms of call and the compensation package. Suggested Moving details may also be discussed at this time. If Council votes to accept your recommendation and the congregation subsequently votes to extend a call, your work as a committee is done! Please have each committee member fill out the Call Process Evaluation Form for Call Committees (Appendix 9 and return them to the Synod Office. You may wish to have a final meeting as a committee to discuss your responses and debrief your call process. Should the candidate not be recommended for call, the Call committee begins its tasks again by considering other candidates. Congregational Call Meeting A congregational call meeting is set according to the congregational constitution, with time and date communicated to the Bishop. The council chair conducts the call meeting. The chair of the Call Committee presents the information on the candidate, the Letter of Call and the Memorandum of Compensation Full discussion is encouraged. A secret ballot giving approval by at least two thirds majority is required for election of a candidate. The letter of call is signed by the appropriate officers of the congregation and the Bishop. If the congregation does not recommend call, this action is communicated to the Bishop. A pastor acknowledges receipt of the letter of call (within three days) and within thirty days of receipt must inform the congregational chair of the decision. A copy of correspondence is sent to the Bishop. SECTION 4 Interim or Supply Ministry Supply Pastors The responsibility for securing pastors to conduct worship services lies with the Congregational Council in consultation with the Bishop s office. In those cases where the interim pastor cannot fulfill this function, the synod stands ready, when requested, to

22 assist the council in arranging for supply pastors. All supply pastors should be compensated for their services according to the current synodical guidelines (see Appendix 8). Interim Ministry The interim rostered minister should normally be requested to perform all ministerial acts within the congregation. Members of the congregation shall not call on the former rostered minister or any other rostered minister for ministerial acts without the express invitation of the interim minister. The Bishop will instruct the departing rostered minister not to return to the congregation to conduct services, including weddings and funerals, after termination of ministry, unless invited by the interim or newly-called minister. The former minister should not return for pastoral acts for at least a full year after departing in order that the transition might be completed. This matter would be an appropriate one to discuss in the exit interview. This procedure emphasizes that a congregation begins to grow toward the future rather than clinging to the past. Interim Ministry is an intentional ministry of the synod to congregations and parishes during times of transition. It is intentional because it is initiated by the synod to address specific situations in transition, to renew direction and vision, to inform the process in preparing for calling a rostered minister to address the renewed vision. It is a matter of principle that the interim minister is not a candidate for call as pastor. It is intentional because specific goals are set in agreement between the congregation, the interim pastor and the synod. Role of the Synod The Synod Office will issue a Letter of Appointment and/or arrange for the execution of a Call to Special Service by Synod Council to the Interim minister and will be informed of and consent to any change, extension, or termination of the appointment in consultation with the congregation and the Interim Minister. The Bishop will be kept informed concerning the health and future direction of the congregation in light of informing the process in the calling of a rostered minister. The Synod office prepares, in consultation with the congregation and interim minister, a Covenant Agreement which outlines expectations for ministry and compensation. A Call to Special Service would be issued by the Synod or be an appointment of the Bishop. The congregation/parish agrees to the intention of the synod to act as a resource to the congregation in a time of transition and special need through engaging an Intentional Interim Minister and toward achieving specific goals prior to initiating the calling of a rostered minister. The relationships would be formalized in the Covenant Agreement (contract). Twentyfour months is considered the maximum time period for an interim ministry. Provision is made for prior termination or extensions pending preparedness to call a rostered minister. Intentional Interim Ministry In an Intentional Interim Ministry there are three partners: