Call Manual

Southwestern Washington Synod

Evangelical Lutheran Church in America

God's Beloved People:

Those of you who find this call manual in your hands are, most likely, about to begin the frightening and exhilarating process of calling a new pastor.

Many thoughts might occupy your minds:

      How, when the grieving is still so real, can we even think of calling a new pastor?

      How, given the variety of folk in our parish, can we ever find a leader for all of us?

      How will God's Holy Spirit work among us?

      How will we stay vital and mission-minded during the interim?

Those of us who will be working with you in your call process know your questions are many and your expectations high.

We would have you think of this process as one in which your community draws together--aided by the larger church--to fulfill one of its essential functions.  The church has been doing this for centuries.  The advisor and helper is God's Spirit, promised to the gathered church (Matthew 18:20) and now ready to empower you for your task.

Elsewhere in this manual you will find some resources available for your use.  They are provided because your church thinks they are helpful.  We hope you will take advantage of them.

Although we cannot tell you how long your process will take, (probably somewhere between six and ten months), we can promise to aid you in the timeliest way possible.  The process you are entering is broad and deep, something more than hiring staff.  During the process you will have pastoral care and worship leadership.  True ministry will be done among you during this process.  We invite you to take advantage of this interim ministry and relax into the process of calling, letting your best thoughts of your common future dominate.  "And the peace of God, which passes all understanding, will keep your hearts and minds in Christ Jesus."  (Phil. 4:7)

Sincerely in Christ 

Robert D. Hofstad, Bishop

CALL PROCESS OVERVIEW

WHERE DO WE BEGIN?

–         The Synod is notified of the vacancy or new position.

–         The Bishop visits the congregation to discuss ministry needs during the transition period.

–         The congregation arranges for an exit interview with the departing staff.

–         The vacancy is announced in normal channels by the Synod.

LET'S GET BUSY!

The congregation begins the call process by:

–         Seeing that the Congregational Profile is filled out and a Mission Statement developed.

–         Developing a Position Description

–         Selecting or electing a call committee.

–         Designating bulletin board space or other means by which the congregation will be kept informed as to process.

–         Making available nomination forms and compiling a list of those nominated by congregational members (if any).

MATCH-MAKING

The process continues at the Synod level with the following:

–         The Bishop maintains a list of pastors who have submitted their names for consideration in call processes within our Synod.

–         The Bishop’s Office contact those candidates (and their respective bishops) and clears their names for submission to the congregation

–         The Bishop's Office selects up to five best candidates for presentation to the congregation's call committee.

–         The Bishop's Office presents to the congregation the names of up to five candidates available to consider the call.

READY--SET--INTERVIEW!

The Congregational Call Committee:

–         Reviews names submitted.

–         Releases names of candidates they decide not to interview, sharing this information with the Synod Office.  The Synod Office will inform the candidates of this decision.

–         Arranges dates, times, and other details of interviews, including a preparation session for the interviewers, and a call to the Synod Office sharing all pertinent information.

–         Interview candidates.

ISSUING THE CALL

–         The Congregational Call Committee, after deliberation, presents for congregational vote a recommendation for call.  Ideally the candidate will have been presented to the congregation in a social setting prior to the vote.

–         The names of interviewed candidates not recommended for call are released. The Congregational Call Committee informs these candidates of their being released, and the Synod Office.

–         At an officially called congregational meeting attended by a representative of the Bishop's Office, a vote is taken.

–         If the vote to call is successful (2/3), the congregation notifies the Bishop who attests the call and sends the letter of call.

–         If the vote to call is not successful, the process is repeated beginning with a review of the Congregational Profile.

LAST THINGS

–         The one who receives a letter of call/appointment has 30 days to accept or decline.

–         If the call is accepted, the process continues.

–         If the call is declined, the process begins again with a review of the Congregational Profile.

–         Once the call/appointment is accepted and filled, the interim ministry is concluded with thanksgiving and the action is noted by the Bishop's Office.

–         Time for Celebration!  Ordination (if applicable) and installation services are planned and carried out.

–         Call Process Evaluation completed and sent to the Synod Office

PARTICIPANTS IN THE CALL PROCESS

YOUR CONGREGATION: Initiates and has primary responsibility for calling staff

YOUR BISHOP'S OFFICE:  Has constitutional responsibility in your call process.

CALL COMMITTEE ROSTER

Name of Congregation______________________________________________________

Address_________________________________________________________________

City, State and Zip_________________________________________________________

Chairperson______________________________________________________________

Address_________________________________________________________________

City, State and Zip_________________________________________________________

Home Phone__________________________Work Phone_________________________

Secretary________________________________________________________________

Address_________________________________________________________________

City, State and Zip_________________________________________________________

Home Phone__________________________Work Phone_________________________

OTHER COMMITTEE MEMBERS:

Congregational Call Committee:  ? elected   or   ? appointed

By:          ? Congregation  or  ? Church Council on __________________.

                                                                                                                date

PLEASE SEND A COPY TO THE SYNOD OFFICE

Southwestern Washington Synod

420 - 121st Street South

Tacoma, WA  98444-5218

HELPS IN APPOINTING OR ELECTING A CALL COMMITTEE

ü       First refer to your congregation's constitution.  The by-laws may prescribe a process for assembling your call committee.

ü       If your constitution's by-laws do not mandate a process you should proceed in the fashion most likely to find broad acceptance in your congregation.

ü       One method is to allow congregation members to nominate themselves or others and then hold an election.

ü       Another method congregations use is to have the council seek nominees from the variety of groups in the congregation and then have the nominees (as a group) confirmed by congregational vote.

ü       Some congregations have their council appoint the call committee.  While this may seem like the simplest method it is open to criticism as "too controlled".

ü       Whatever the method operate openly, communicate, encourage questions, and resist the temptation to "stack the deck" in favor of one interest group over all others.

A SPECIAL NOTE ON THE WORKING RULES OF YOUR CALL COMMITTEE

No matter how solid your congregation, a call process is likely to provoke big questions and fears.  The best favor your call committee can do for itself is to set its working rules in place before it begins making decisions.

Issues To Resolve

ü       How will you choose your leaders?

ü       Will there be alternate members of the call committee? How and when will they "have Voice" and vote?

ü       Are you going to operate by Robert's Rules or by some form of consensus decision-making?

ü       What vote in committee will be necessary to nominate a candidate to the congregation?

ü       Will yours be an open or closed process as far as the congregation is concerned?  How will you keep the congregation informed?

ü       Do you have the authority to take a nomination to the council or the congregation?

ü       Are you strong enough as a committee to face the possibility that the council or congregation may reject your nominee?

ü       Do you have a solid sense from council as to the salary and benefit range that can be offered by the congregation?  Do you have this information before interviewing?

ü       Do you have your own budget? What money is available to bring candidates for interviewing?

CONGREGATIONAL PROFILE

The Congregational Profile materials are part of this call manual.  Additional copies are available from the Synod Office, or you may download them from the ELCA website and put it into your word processor to work on.

See:  ELCA website:  http://www.elca.org/

Under Search, Type: ‘Congregation Mission Profile’.

POSITION DESCRIPTION

Date________________________

______________________________________________Lutheran Church Call Committee

________________________________________________________________________________________________

Address                                                                                 City                                         State                                       Zip

___________________________________Chairperson___________________________________Secretary

___________________________________Address               __________________________________Address

_____________________________________                          ____________________________________

City                         State                       Zip                                          City                         State                       Zip

___________________________________Home Phone_______________________________Home Phone

___________________________________Work Phone________________________________Work Phone

Position:

Qualifications:

Responsibilities:

Salary Range:

ü       Please attach your Mission Statement

ü       Be sure to consider the constitution of your congregation when completing this form.

ü       Your Position Description should reflect the ministries as identified in your Congregational Profile.

 CONGREGATIONAL NOMINATION FOR CALL

NOMINATION FOR____________________________________of______________________________________

Position                                                 Congregation & Location

Please keep the following facts in mind when considering a nomination:

1.        All congregational nominations must be in submitted in writing, using this nomination form. No nomination may be made from the floor at the call meeting.

2.        After a person has served three years in his/her present call, he/she is eligible for nomination for other positions.

3.        Interim pastors serving our congregation during the next months are not eligible to be considered for our call.

4.        Nominations must be received by the church office no later than___________________________.

The Synod staff will be able to better evaluate the nominee's qualifications with the information requested below. (Use other side of sheet, if necessary)

NOMINEE

Name of nominee: ________________________________________________________

Presently serving as___________________ of___________________________________

Position                                 Congregation(s) & Location

OR as______________________________ at __________________________________

Position: Chaplain, Admin., etc.                        Agency/Institution & Location

Known strengths of this nominee:

1. ______________________________________________________________________

2. ______________________________________________________________________

3. ______________________________________________________________________

Reasons why I feel he/she should be nominated for Call to our congregation:

1. ______________________________________________________________________

2. ______________________________________________________________________

3. ______________________________________________________________________

My nomination is prompted by:

______ Personal acquaintance                                         ______ Word from other(s)

______ Request from the person involved                     ______ Other:  Use back of sheet
This person does__________ does not__________ have relatives in the congregation.

Date ________________________ Submitted by: ________________________________

RELEASE OF CANDIDATE(S) NOT SELECTED FOR INTERVIEW

Congregation__________________________________________________________

Location______________________________________________________________

Call Committee Chair________________________________________

Having reviewed the profile(s) of the candidate(s) sent to us, we have decided NOT to interview the following people and hereby release these person(s):

Name_________________________________________________________________

Name_________________________________________________________________

Name_________________________________________________________________

Name________________________________________________________________

The Synod Office will contact these persons and inform them of this decision.

Please send this form to the Synod Office

Southwestern Washington Synod

420 121st Street South

Tacoma, WA  98444-5218

MATERIALS TO SEND EACH CANDIDATE PRIOR TO INTERVIEW

This list is intended to help you put together an excellent packet of materials for the candidates so that they arrive with solid background on the call.  Please add contents that you think may assist the candidate in getting "The Big Picture" of your congregation.

Congregational Records:

ü       Annual Reports for at least the past five years.

ü       Copies of the yearly Parochial Report (Churchwide Form) for the past five years.

ü       Any congregational history that may have been written.

ü       Copies of newspaper articles or other publicity that focuses on the congregation.

ü       Name, address and phone number of your conference dean.

Community Records:

ü       Chamber of Commerce brochures on your community.

ü       A map of your community.

ü       A sample of the local newspaper.

ü       Other promotional materials the community produces.

The Interview Visit Agenda:

ü       Groups the candidate will visit.

ü       Social opportunities.

ü       Where will the candidate be housed?

ü       If the candidate's family is coming, what will they do during the interview, etc?  Hospitality for the spouse, childcare?

ü       Any questions you would like the candidate to consider before arriving.

INTERVIEW HELPS

A.      THE NEED FOR GUIDELINES

        In your search for a new staff person you may decide to interview one or more persons.  If so, it is wise to begin with the assumption that for each person interviewed, two distinct interviews actually take place.  (The guest staff person is also interviewing you.)  This fact points to a definite need for a common agenda. Since both the staff person and your call committee have natural private agendas, you may each be tuned in to different frequencies of concern and response.  A common agenda or some basic guidelines for your discussion is very important to both parties in a wholesome, candid manner.  How can you develop such an agenda?  Here are two ways:

1.     Build an interview agenda based upon important information about yourselves as a congregation and about the visiting staff person.

a.        The CONGREGATIONAL PROFILE should provide a careful, updated view of your membership and ministries.

b.       The staff person's "biographical record" should assist you in pursuing any particulars about the staff person during the interview.

                        OR

2.     Build an interview agenda with CONGREGATIONAL PROFILE and staff person's "biographical record" information, as noted above, but supplement this information with existing interview guidelines.  The attachments to this section provide some helpful samples.

        In summary, it is important to consciously build the interview agenda on substantiated information.  Failure to do this may project a "good old days" description of the congregation.  The prospective staff person may then base his/her response to your call on stereotyped impressions that bear little relation to the present or future of your parish.

B.    SOME SUGGESTED "DO'S AND DON'TS"

1.        Do begin with prayer.  Don't feel pressured to undertake this responsibility without adequate support and assistance from the congregation in terms of their prayers for you.

2.        Do plan and prepare your interview with sufficient lead time so that you can send to the prospective staff person a copy of your agenda concerns for his/her own preparation for the interview.  (He/she may also wish to send you his/her agenda concerns in advance of the interview.)  Don't enter the interview without this advance preparation.  Otherwise the staff person may decide it isn't worth it and decline your invitation.

3.        Do plan time for the guest staff person to present his/her agenda items.  Don't bypass or soft-pedal his/her concerns.  Such questions will tell much about the person himself/herself. Your responses will tell you much about yourselves.

4.        Do plan for your church council/call committee and perhaps for other key leaders in the parish to do the interviewing.  (Probably no more than 8-10 people.)  Allow a minimum of two hours.  After the interview you may want to have an informal social hour for all congregational members. Don't invite the entire congregation for the interview or duplicate the call committee/church council interview in a larger group setting.

5.        Do allow the staff person to express any particular personal or family needs. (Example: For a number of understandable reasons the staff person may prefer a housing allowance rather than parsonage housing.)  Don't bargain over salary proposals, housing, etc.  Only the congregation has authority to set remuneration sums.  Customarily that occurs at the call meeting.

6.        Do expect that the interview will give you a good idea of the staff person's interest and availability.  Don't press the staff person to answer the question as to what he/she would do with the call if you extended it.  Don't even ask the question!!

7.        Do expect God to do great things in these interviews!  (Example: You may gain as much or more new insight into your own congregation as into the persons you've interviewed.)  Don't become impatient in the process.  Take the time you need.  You'll need the time you take.

8.        Do follow up each interview with a note to the staff person, updating him/her on the status of the interview process, the date of the congregational meeting (once the date is set) and thank him/her for his/her willingness to be interviewed. Don't leave him/her dangling with little or no information about your schedule and plans.

9.        Do keep the congregation informed during the interview process (parish paper, Sunday bulletins, verbal announcements, etc.).  Don't assume they know what you (church council/call committee) are doing, why, or when.  Chances are good they need regular reminders.

10.     REGARDING THE CALL ITSELF:  Do make contact immediately with the Synod Office, if in the church council, call committee or congregation if there are serious questions or misgivings about the remuneration package, or about any staff person to whom the call may be extended, or, as in some instances, has been extended.  Don't enter into private counsel or individual negotiations with the called staff person.  The Synod staff can best assist you in these circumstances.

INTERVIEW GUIDELINES

Keep in mind that you are interviewing a candidate for a prospective call.  Questions that you ask should therefore focus on the candidate's ability to perform that ministry.  Questions that have nothing to do with the ability of a candidate to fulfill the requirements of the ministry are UNFAIR.

Subject:  AGE

It is UNFAIR to ask questions that show discrimination against persons of a certain age when age has nothing to do with the person's ability to do the job.

Subject:  FAMILY

It is FAIR to ask whether a candidate might have activities or commitments that would prevent him or her from meeting work requirements.

It is UNFAIR to inquire about a spouse, the spouse's employment, children, childcare arrangements, or dependents.

Subject:  HANDICAPS

It is FAIR to ask whether a candidate has certain specified sensory, mental, or physical handicaps that relate reasonably to fitness to perform the job or whether the candidate has handicaps or other health problems that may affect work performance.

It is UNFAIR to "go fishing" with overly general questions that would tend to divulge handicaps or health questions that do not relate reasonably to fitness to perform the job.

Subject:  MARITAL STATUS

For purposes of pre-call inquiry, there are no FAIR questions unless one can show that such questions reasonably relate to the candidates ability to perform the job.

Subject:  NATIONAL ORIGIN

It is FAIR to inquire about an applicant's ability to speak, read, and write foreign languages when such requirements are based on ministry requirements.

It is UNFAIR to inquire about an applicant's lineage, ancestry, national origin, or mother tongue.  This includes the national origin of the applicant's spouse or parents.  (Tell your Sven and Ole jokes AFTER the interview is over!!)

Subject:  RACE OR COLOR

What does this have to do with the candidate's ability to do ministry?  There are no FAIR questions here. 

OTHER SENSITIVE ISSUES

Remember the general rule:  Unless it can be shown that you need the information because it is an actual qualification for ministry, don't ask the question!  Each applicant has a right to be considered on the merits and according to standards that are being used on all the other candidates.

SAMPLE INTERVIEW qUESTIONS

The following is a list of discussion points for your call committee and potential staff person.  USE THESE SUGGESTED QUESTIONS TO BUILD YOUR OWN LIST OF INTERVIEW QUESTIONS.  THESE QUESTIONS ARE GENERAL IN NATURE AND DO NOT REPRESENT YOUR CONGREGATION'S UNIQUE INTERESTS OR NEEDS.

A.      THE IMAGE OF THE MINISTRY

1. How do you conceive of the ministry of the congregation? What is your style of ministry?
2. What is the role of the laity in the ministry?  How do you view the following: "The purpose of the staff, the lay leaders and the various organizations is to assist the laity to be the Church in worship, nurture, witness, and in service to the world."
3. From a review of the Congregational Profile (self-study), do you see areas of particular ministry needs?
4. How do you see the staff person and laity assisting each other, as a community of faith, for maximum use of abilities and resources in ministry?
5. What functions do you see the staff person assuming; the laity assuming?
6. Who (staff or church council) best makes what kind of decisions in providing leadership for the congregation?

B.       THE PLACE OF WORSHIP IN THE CHURCH

1. What are your concepts of worship?
2. What is the chief function of the staff person in worship?
3. How do you view "innovations" relating to traditional worship?
4. What do you expect to happen through the sermon?
5. How can the laity help the staff person maintain a high level of sermon quality?

C.    EVANGELISM

1. What is your concept of evangelism?
2. What is your vision for preparing children, youth, and adults for church membership? Do you see this as a staff responsibility?
3. Does the staff person feel qualified to train the laity for organized programs of evangelism "outreach" in the community or "inreach" to nominal members?

D.    CHRISTIAN EDUCATION

1. What is the role of Christian Education in the parish program?
2. Do you see any special emphasis - areas or ages - for Christian Education?
3. Can you suggest fresh patterns that might be employed in our Christian Education program?
4. What are your views on training and supervising the teaching staff?
5. What is your curriculum practice and preference?

E.     THE PLACE OF STAFF PERSON'S RESPONSIBILITY

1. How does the staff person assist the laity in the tasks of the Church?
2. What is the role of the staff in visitation, such as: to the elderly, shut-ins, and the sick; to persons in distress; to persons with marital problems; for social purposes; parsonage entertainment.
3. How much of the responsibility for visitation should be shared by trained groups of laity?  Which areas should be the staff's sole responsibility?
4. What are your concepts of premarital, pre-baptismal, and pre-confirmation counseling?  General pastoral counseling?
5. What is the role of the staff and the laity at the time of death in the congregation?
6. What are your preferences regarding the staff teaching role in the congregation?  Which classes?

F.     LEADERSHIP AND MANAGEMENT

1. Do you as a staff person/church council, in your position of leadership, encourage and practice the principle that people tend to support ideas they have had the opportunity to formulate?  How?
2. What is your view of establishing a congregational vision to focus attention on and participation in high priority programs and to measure progress?
3. How do you feel about an annual review and evaluation of pastoral, church council, and committee ministries, made between key laity and the staff?
4. How do you feel about a congregational self-study once every two or three years, including such items as: goal attainment, major ongoing ministries, areas of need, expectations of parishioners, etc.?
5. Would you support the establishment of goals by the council and committees with an annual evaluation of the goals?
6. What are your views on an annual council retreat?
7. What is your response to this statement?  "In the context of congregational life, church members (including the leaders) quickly learn to avoid conflict and often seek peace at most any price."
8. What is your response to this statement?  "To lead you must let go.  You must delegate responsibility."

G.    COMMUNITY AND SOCIAL ACTION

1. What is your concept of the staff's role in community betterment activities?
2. How do you speak on social issues?
3. What is the place of the staff in social action?

H.    WIDER CHURCH INVOLVEMENT

1. What will be your role in the Conference, Synod, Region, and ELCA?
2. What are your thoughts about local, Synod, Region, and ELCA benevolences?

I.      GENERAL

1. Would you desire a Mutual Ministry Committee to work with the staff in the parish?  How would members be chosen?

2.        What are your views about the role of the staff person's spouse.... in congregational life, in community affairs, in employment, etc.?

3.        Are there any significant needs concerning the parsonage (if offered), its condition or use?

4.        Should we consider the possibility of a housing allowance instead of a parsonage?