The Call Process. The Holy Spirit Leads

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1 The Holy Spirit Leads The Call Process Produced by the Victorian District Call Committee of the Lutheran Church of Australia to help parishes through their vacancy and call process. February

2 OUR PASTOR IS LEAVING Now what? It is natural that you want to replace your departing pastor as soon as possible. Calling a new pastor involves a process that culminates in you sending him an official Letter of Call plus other documents that can help inform his decision. To assist you in working through this process, the Victorian District Call Committee has developed the accompanying kit, 'The Holy Spirit Leads - The Call Process'. The name of the kit reminds us that as your Parish works through the process, the Holy Spirit will lead you to the pastor that God has chosen for you. The kit is in two sections. The first section is called The Process Outline which is colour coded in four parts: 1. Farewell (blue) - Give attention to a good farewell to your departing pastor and his family. 2. Vacancy (green) - Prepare for the vacancy, including Sunday worship, (lay reading and visiting pastors) and pastoral care. 3. The call (mauve) - Work through the call process, culminating in calling a new Pastor 4. Welcoming your new pastor (beige) help him to move, prepare for the installation service and then settle in. The second section contains a series of documents, referred to in the first section, and is called "References and Optional Resources". It refers to the same named four parts with the same colour coding as above. The calling of a pastor is ultimately the task, responsibility and decision of your parish, in consultation with the District Bishop. Should you wish to receive further support, the Victorian District Call Committee is ready to help you. A Victorian District Call Committee representative, who is a lay person, works in team with the Bishop to provide you with as little or as much assistance as you require, so please feel free to ask the representative for whatever information and support is needed throughout the process. The best possible outcome is achieved when the called pastor matches the needs of your parish, and the needs of your parish match the called pastor s gifts, strengths and capabilities. We wish you God s blessing during this time of pending vacancy. Know that our prayers are with you and assistance for you is only a phone call or an away. Victorian District Call Committee 2

3 The Process outline Contents Part 1: FAREWELL 4 Part 2: VACANCY..5 Part 3: THE CALL..7 Part 3A: THE CALL Overview.8 Part 3B: THE CALL - Researching Ourselves 9 Part 3C. THE CALL - Researching Candidate Pastors.11 Part 3D: THE CALL - The Call Meeting.12 Part 3E: THE CALL - Documents to send to the Called Pastor 13 Part 4: WELCOMING YOUR NEW PASTOR.14 3

4 Part 1: FAREWELL For Parish Council So, your pastor has accepted a call and will be leaving soon. Both your Parish and the pastoral family are now facing a period of significant change as you each prepare to say goodbye and move ahead. A document called FAREWELL-Saying Goodbye has been prepared for parishes as you say farewell. (See pages 17-18, Document 1 - Part 1: FAREWELL Saying Goodbye) It contains a number of suggestions and questions that may guide you through this stage. During your departing pastor s farewell service, the Bishop or his representative will preside over the Rite of Farewell which can be found in the Church Rites book that every pastor should own. This book details the orders of the service to cover the following circumstances. If your pastor has accepted a call elsewhere, see Farewell to a pastor accepting a call ; if he is retiring, then see Farewell to a pastor on retirement. Before your pastor leaves there may be an opportunity for an exit interview which is set in a relaxed atmosphere with the pastor and his wife, and key laypeople. It can benefit parish members as you start your search for a new pastor. Some guidelines for this interview are given in pages 19-20, Document 2 - Part 1: FAREWELL The Exit Interview. 4

5 Part 2: VACANCY For Parish Council Some of you may be keen to replace your departing pastor as soon as possible, but first there are some important tasks and opportunities for your parish that should not be overlooked. The vacancy period provides time and space for you to grieve the loss you have just experienced, and to look back over the ministry period just concluded. As well as looking back, this is also a time for forward planning in the parish, and a chance to prepare yourselves for your new pastor and the changes that will inevitably accompany him. During the period of vacancy, the District Bishop has oversight of the ministry needs of the parish, and he, together with staff at the District Office, will liaise with you regarding the details of pastoral care and the call process ahead. The following points outline the major questions and tasks that arise at this time: 1. Who is our emergency pastor contact? The Victorian District is divided into geographical zones. Each area has a senior Zone Pastor who can be called on in times of urgent need during a period of vacancy. The services of a neighboring parish pastor can also be pre-arranged to help in times of special need by contacting the District Office (Phone: ) 2. Who provides pastoral supply during a vacancy? The Executive Assistant at the District Office may be contacted (Ph ) to help arrange pastoral supply during vacancy. The cost of pastoral supply during a vacancy is covered from the LCA Pastor s Transfer and Support Fund (through the District Office). (See pages 21-24, Document 3 - Part 2: VACANCY - LCA Pastor s Transfer and Support Fund) 3. Do we need to continue to pay a pastor's salary? Parishes are to notify the District Office of the date the parish becomes vacant and the date the parish becomes occupied. During the vacancy period, the parish is required to contribute to the LCA Pastor Transfer and Support Fund. A sliding scale of fees applies as the vacancy time increases. Contributions paid into this fund are used to cover the cost of pastoral supply during a vacancy. The fund may be used to resource a locum tenens serving on a full-time basis provided that such amount does not exceed two-thirds of the amount received from the parish. The fund also covers the costs of transferring the new pastor once a vacancy is filled. (See pages 23-24, Document 3 - Part 2: VACANCY - LCA Pastor s Transfer and Support Fund.) 4. What is the support for our lay readers? The LCA Worship Planning Page website provides lay readers with suggested materials for use in planning worship services. It provides the bible readings, prayers, suggested hymns and songs for each week of the church year and prepared sermons to fit the three year cycle. (See website 5

6 5. Is our manse adequate? A period of vacancy is an ideal time for the maintenance committee to inspect the manse and carry out any repairs and maintenance. Some guidelines have been established to promote appropriate living and good working conditions at the manse. These guidelines are not intended to lay down precise expectations for each area and situation, but rather to promote a standard for the pastor and his family that is no less than what the local community enjoy. (See page 25, Document 4 - Part 2: VACANCY - Housing Standards for Church Manses) 6

7 Part 3: THE CALL For Parish Council & Call Committee Introduction: Farewelling a pastor from a parish and calling a new pastor to a parish is a PROCESS, not an EVENT. This process takes time and therefore patience is required. But this time can provide a valuable opportunity for evaluation and introspection for the parish and individuals within the parish. Eg: Who are we what are our strengths and weaknesses? Where is God leading us? The process has certain well defined stages as set out below. Each of these stages is described in the following pages. These pages also refer to some optional resources that a parish can use to facilitate the process. Overview: (For Parish Council) What do we need to do now? See Part 3A Researching ourselves: (For Parish Call Committee) Who are we? See Part 3B Researching candidate pastors: (For Parish Call Committee) What type of pastor do we need? See Part 3C The Call Meeting: (For Parish Call Committee) What is it? How do we prepare? See Part 3D Documents to send to the called pastor: (For Parish Call Committee) What documentation do we send to the called pastor? See Part 3E 7

8 Part 3A: THE CALL - Overview For Parish Council 1. A checklist has been prepared to help guide your Parish Chairperson as he/she works with the Bishop to determine the readiness of your Parish to proceed with the call process. (See page 26, Document 5 - Part 3A: THE CALL -- Permission for a parish to start the call process). Sometimes this checklist will be prepared only between the above two persons, and at other times the decisions it entails will be made at a parish meeting over which the Bishop or his representative will preside. 2. The checklist asks you to select your parish s preferred method of calling. Guidelines in the document on page 27, Document 6 - Part 3A: THE CALL - STARTING - Choosing a call option describe what each type entails. If the Call Committee option is chosen, then the document on page 28, Document 7 - Part 3A: THE CALL - STARTING - Composition of Parish Call Committee can give you some suggestions on how to select appropriate members. 3. You are now undertaking Steps One and Two of The Call Process Activity Plan. (See pages 29-32, Document 8 - Part 3A: THE CALL - STARTING - The Call Process Activity Plan) which, for those leaders requiring more detail, can be read in parallel with this kit. This plan gives a step by step guide as to what the District Bishop/District Office, Parish Chair, Parish Call Committee and your District Call Committee representative s roles are, and the order of proceeding throughout the process. It may be useful to print this document and place it in a prominent place so the steps can be marked off as they are completed. 4. Upon completion of Steps One and Two of the Call Process Activity Plan, your Parish Call Committee holds its first meeting [Step Three of the Call Process Activity Plan]. At this meeting, either the Bishop, but usually the District Call Committee representative, will introduce you to this kit so that you can prepare a profile of yourselves [Step 3B in this kit], a profile of the desired gifts and abilities of your new pastor [Step 3C in this kit], study information about candidate pastors [Step 3C in this kit], prepare a document for the call meeting [Step 3D in this kit] and put together the information pack for the called pastor [Step 3E in this kit]. It will be your Parish Call Committee's decision as to how detailed your call documents will be. At this first meeting it is usually very helpful to sketch out a timeline so that you know, at least approximately, if not definitively, when the call meeting is to be held. The document Sample Call Process Timeline, (see page 33, Document 9 PART 3A: THE CALL - STARTING - Sample Call Process Timeline) indicates over approximately what length of time Steps 3B-3E will take. 8

9 Part 3B: THE CALL - Researching Ourselves For Parish Call Committee "Researching Ourselves" helps you prepare two profiles; one that describes your parish (Parish Profile) and the other that describes what kind of pastor you believe is needed at this time in the life of your parish. (Pastor Profile) 1. Your Parish/congregation(s) profile: To help you write a profile about yourselves that will go to the called pastor, we offer the following optional resources. What resources you use will depend to some extent on how dated your previous documentation is. (a) Who are we? This document is for use by Church/Parish Councils, Elders, Lay Assistants and Call Committees and is a comprehensive guide to the sort of questions that will help identify key features of the parish. (See pages 34-36, Document 10 - Part 3B: THE CALL - Researching Ourselves - Who are we?) (b) Your congregation records and archives. A list of ideas for you to consider in the compiling of your profile is given in this document. (See page 37, Document 11 - Part 3B: THE CALL - Researching Ourselves - Your Parish records and archives) (c) What if we have a school? This document is for congregations where the pastor will also be serving the school i.e. the school does not already have a pastor who has already been separately called to it. (See pages 38-41, Document 12 - Part 3B: THE CALL - Researching Ourselves - What if we have a school?) (d) National Church Life Survey or Community Connections Pack If your congregation participated in the survey, or requested a pack, the results can provide valuable insights concerning your congregation s strengths and work areas and the nature of your surrounding community. The District Pastor for Congregational Support can help you adapt either of these tools for inclusion in your call package. 9

10 2. The profile of our new pastor: See page 42, Document 13 - Part 3B: THE CALL Researching ourselves- The pastor profile and also page 43, Document 14 - Part 3B: THE CALL - What gifts does our new pastor need in order to help lead us? will help you think about the desired gifts and abilities you may wish to seek in your new pastor to help you meet your ministry needs. The profile that you develop will guide you as you study the candidate pastors as described in 3C. 10

11 Part 3C. THE CALL - Researching Candidate Pastors For Parish Call Committee Now that you have completed steps 3A and 3B, you are ready to get down to the serious task of seeking suitable candidates to fill your pastor vacancy. Here are the steps- Contact the District Bishop/District Office and ask for the current list of 'Pastors Available for Call'. o This is a starting point for you. It is a list that informs you of all the pastors that are available for a new call. Not all pastors in the LCA are available for a new call. There are rules set down by the LCA about the length of time that a pastor needs to serve in a congregation/parish before being available for a new call. o The District Bishop may also provide names of possible candidates, based on the congregation/parish profile and the pastor profile developed by the Parish Call Committee This list is made available to congregation/parish members for their consideration. The Parish Call Committee chair person calls for nominations from members and announces a closing date for such. This is usually 2 or 3 weeks after the calling for nominations is made. The Parish Call Committee chair person should request Pastor Self-Assessments of the nominated candidates from the District Office. The Parish Call Committee meets with the District Bishop and the District Call Committee representative (usually by phone conference) to make a short list of the most suitable candidates. The District Call Committee representative contacts each of the short listed candidates to ask whether there is any reason why they are not in a position to consider a new call at the present time - this may shorten the list even further. The Parish Call Committee may choose to have a conversation with some of the candidates. This is arranged by the District Call Committee representative if this option is desired. (See pages 44-46, Document 15 - Part 3C: THE CALL - Researching candidate pastors - Guidelines for Preparation to Converse with a Pastor Shortlisted for a Call) To further fine tune their deliberations the Parish Call Committee may wish to rank the suitability of the candidates they have researched in order to more clearly inform the Parish call meeting. (See pages 47, Document 16 - Part 3D: THE CALL MEETING Researching candidate pastors Pastors attributes checklist 11

12 Part 3D: THE CALL - The Call Meeting For Parish Call Committee Preparation for the Parish Call Meeting This document helps prepare the parish prior to holding a call meeting. It outlines the materials required, the checking of who is entitled to vote and the number of members required for a quorum, the call committee s reporting, and the voting. (See pages 48-49, Document 17 - Part 3D: THE CALL MEETING Preparation for the Parish Call Meeting - A checklist for the Parish Call Committee) Call Meeting Agenda A standard call meeting agenda for the Vic/Tas District has been developed. The agenda outlines the order of proceedings and the various responsibilities taken by the District Bishop, (or his representative) the parish chairman, and the call committee chairman during the call meeting. It also describes the method of voting and the option of a contingent call. (See page 50, Document 18 - Part 3D: THE CALL MEETING - Call Meeting Agenda) Call Meeting Handout Template The call meeting handout is a useful tool to circulate to members for discussion on pastor candidates before the vote. It contains a complete list of the pastors nominated, a brief summary of the strengths and experiences known about the short listed candidates, and the reasons why the call committee are recommending a particular candidate/s as most suited for their needs. It is also serves as a helpful guide for the call committee chairman to speak to while reporting on the committee s prior research. (See pages 51-52, Document 19 - Part 3D: THE CALL MEETING - Call Meeting Handout Template) The Contingent Call A contingent call may be held in situations where there are multiple candidates or it is difficult for the members to gather for another call meeting. The contingent call is decided by additional round(s) of voting until a candidate receives a majority vote. If the first call is declined, then the contingent call is made known and enacted, and a new call is quickly extended to the next pastor. (See page 53, Document 20 - Part 3D: THE CALL MEETING - The Contingent Call) 12

13 Part 3E: THE CALL - Documents to send to the Called Pastor For Parish Call Committee This following check list is a prompt to help you remember whether you have all your relevant documents ready to send to your called pastor. Please note that this list has tried to be very comprehensive and in your case some of these documents may not be relevant. Signed Letter of Call (See pages 54-55, Document 21 - Part 3E: Documents to send to the called pastor - The Letter of Call.) Parish Chairman s Invitation Profile of the Parish and each Congregation Information on the auxiliaries of the Parish What you see the role of the pastor to be? Abstracts on the leaders of the parish/congregations Copies of relevant reports/written history Photos, Videos and CD s Manse floor plan and photos Pastor s Checklist for the Call Process (See page 56 - Document 22 - Part 3E: Pastor's checklist for the call process) Word sketch of your community Details of any significant events The Call folder should be sent to the pastor as soon as possible after the Call Meeting by Express Post envelope. Pastors are usually expected to answer a new call within four weeks of receiving the documents. 13

14 Part 4: WELCOMING YOUR NEW PASTOR For Parish Council When you hear the exciting news that your called pastor has accepted, there is much to do to help him and his family move and settle in. See pages 57-59, Document 23 - Part 4: Welcoming your new pastor for a number of suggestions and questions that may guide you through this stage. 14

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