Staff/Pastor-Parish Relations

Committee Training
SPRC Basics
January 2014

Topics for Discussion

Organization of the SPRC

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

Organization of the SPRC

What is the SPRC?

The Staff/Pastor-Parish Relations Committee is
the administrative unit in the local church where
staff/pastor and congregational interests are
integrated to focus on the mission of the church.

Who we are...
Professing members of the local church
People engaged and attentive to our own
Christian spiritual development
Elected by the Charge Conference

Committee Basics (258.2a-d)

Organization
Between 5 and 9 persons (one shall be a young
adult and one may be a youth); all must be
professing members
No staff member or immediate family member
of a pastor or staff member
Not more than one person from any one
household
Three year classes; members shall be able to
succeed themselves for one three-year term

Committee Basics (258.2a-d)

Organization
Lay Member and Lay Leader have voice and
vote; they are exempt from the three-year term
Charges shall have at least one representative
and the lay leader from each church
Congregations on a charge meet separately when
appropriate
Congregations of a Cooperative Parish meet
together to consider leadership needs of the
cooperative parish ministry

Committee Basics (258.2e-f)

Meetings

Meets at least quarterly

Meets at the request of the Bishop, DS, pastor, any
person accountable to the committee, or chairperson
of the committee
Meets only with the knowledge of pastor and/or DS
Pastor shall be present unless s/he excuses self
May meet with DS without the pastor or appointed
staff
Shall meet in closed session
All information shared is confidential!

Duties and Responsibilities of

the SPRC

Duties of the Committee (258.2g)

Support and Care for Ministry and Staff

Encourage, strengthen, nurture, support, and
respect the pastor(s) and staff and their
family(s).
Confer and counsel with pastor(s) and staff
regarding effectiveness of ministry; relationships
with the congregation; health and self-care; and
conditions that may impeded effectiveness of
ministry
Confer, consult, and counsel with pastor(s) and
staff on relationships with congregation,
priorities, skills, and goals
Provide an annual evaluation of pastor(s) and
staff to encourage effective ministry

Duties of the Committee (258.2g)

Support and Care (continued)
Consult with pastor(s) and staff on continuing
education and renewal leave, professional
certification making recommendations to
Church Council.
Consult with pastor(s) and staff on pulpit
supply, compensation, travel, vacation,
insurances, pension, housing making
recommendations to the Church Council.
With the Trustees and pastor make an annual
review of the church-owned parsonage making
recommendation to the Church Council.

Duties of the Committee (258.2g)

Mission and Ministry

Promote unity in the church(es).
Communicate and interpret to the congregation
the nature and function of ministry in the UMC
regarding open itinerancy, inclusiveness and
diversity
Interpret preparation for ordained ministry and
the Ministerial Education Fund
Education the church community on the value of
diversity of selection in clergy and lay staff and
develop commitment to the same

Duties of the Committee (258.2g)

Candidacy and Lay Ministry
Enlist, interview, evaluate, review, and
recommend candidates for ministry: CLM; lay
preachers; candidates for ordained ministry and
missionary service
Training for SPRC members before charge
conference vote to be provided by the District
Committee on Ordained Ministry (dCOM)

Duties of the Committee (258.2g)

Appointment Issues
Confer with pastor and/or appointed members
of the staff when its becomes evident that the
best interests of the church and pastor(s) will be
served by a change.
Cooperate with the pastor(s), DS, and bishop in
securing clergy leadership.
Such conferring and cooperating with the DS
and bishop is advisory only.

Duties of the Committee (258.2g)

Personnel/Staffing
Develop and approve job descriptions for staff in
cooperation with the pastor in charge.
Recommend to the Church Council, after
consultation with the pastor, other staff
positions to meet ministry needs.
Recommend a Personnel Policy to the Church
Council, in consultation with the pastor
With pastor, hire, contract, evaluate, promote,
retire, and dismiss non-appointed staff.
Recommend to the charge conference and
establish a Personnel Committee if needed.

Duties of the Committee (258.2g)

Committee Development

Keep informed of personnel matters in relationship

to Church policy, professional standards, liability
issues, and civil law
Communicate, interpret, and implement BaltimoreWashington Conference Policies and Procedures

Safe Sanctuaries Policy

Sexual Misconduct Questionnaire remembering ALL who
use building!

Participate in educational and training

opportunities provided by the conference, region, or
district

Consultation (When Assistance/Advice is Needed)

Contact your District Superintendent

Skills for an Effective SPRC

Skills for the SPRC

Maintain confidentiality
Create a climate of effectiveness
Listening and feedback vs. polling for
complaints (no anonymous complaints)
Make facts known vs. rumors.
Provide professional, constructive feedback in
a system of evaluation
Be aware of the conference rules on sexual
misconduct. Report any allegations directly to
the DS immediately
Engage conflict well

Confidentiality/Integrity Guidelines
Issues are discussed during meeting, not between
meetings
All matters under discussion are kept in strict
confidence, i.e., a safe place
All input brought to the meeting is held in confidence,
but is owned input
May invite someone to speak but individual may not stay
for deliberations
Minutes and evaluations are confidential. It
recommended that the chair collect and keep this
material.
There should be careful reporting to the Church Council
of each meeting, ensuring that confidentiality is
maintained.

Engaging Conflict Well

Engaging Conflict Well: A Biblical

Process Based on Matthew 18:15-17
Step 1: Communicate

If A has an issue with B, A must address B

Step 2: Companions

If A and B cannot resolve the issue, then someone

from SPRC can sit with A and B while they continue to
dialogue.

Step 3: Council

If A and B and someone from SPRC cannot find

resolution, then take it to the whole SPRC.
If the SPRC cannot resolve the issue, call your District
Superintendent and request that s/he be present for
continued dialogue.

Engaging Conflict Well

If the District Superintendent cannot resolve the
issue:
A Conflict Mediation Team is available from the
Conference, with the district superintendents
recommendation.
These costs, if any, are borne by the church.
Keep the district superintendent informed.

Allegations of misconduct should go to the

district superintendent immediately.

The Circle Process of Mediation

The Circle Process of Mediation

Clarify the relational covenant ground rules for
communication
Use a talking piece (e.g. a bible or cross)
Engage the Circle Process

Name strengths
Name the issues
Identify solution(s)
Summarize consensus statements
Summarize agreement statements

Table Discussion
Share one change you have made in
your SPRC committee in the past year
that has had the most impact on your
effectiveness as a committee.

SPRC Calendar: Organizing Your

Work

SPRC Calendar: Organizing Your Work

Winter:
Organize the Committee (Elect vice-chair & secretary)
Review action items coming out of Fall evaluations;
Complete pastor and church goals for the year
Look at SPRC Goals for year
Training and review for members
Review and update job descriptions for lay staff
Spring:
Conduct a parsonage tour with the Trustees
Review Conference rules on housing

SPRC Calendar: Organizing Your Work

Late Summer/Early Fall:
Review salary, benefits, and non-salary support
packages for the pastor and staff
Interview Lay Servants and Certified Lay
Ministers (CLM) for Charge Conference
Recommendation
Interview Candidates for Ordained Ministry for
Charge Conference Recommendation
Prepare the Pastor(s) Annual Compensation
Form for Charge Conference approval.

SPRC Calendar: Organizing Your Work

Late Fall:
All Items Due December 1
Prepare Evaluations of Clergy and Congregation;
review evaluations with clergy and give pastor
printed, signed copy
Prepare SPRC Advisory Form; review with clergy
Review/Revise Congregational Profile

Table Discussion

What practices have made

your year run smoothly?

The Evaluation Process

Three Types of Evaluations

Congregation Evaluation
Examines the effectiveness
of the congregation in
achieving its mission.
Self

Clergy
Ministry
Congregation

Clergy Ministry
Evaluation
Examines the effectiveness
of the pastor (staff) in
leading the congregation
toward the fulfillment of
the mission.

Self Evaluation
Self-Examination of
pastoral effectiveness.

BWC Clergy/Congregation Evaluation Forms

Clergy Self-Evaluation: Completed by Clergy
serving the church
Clergy Ministry Evaluation: Completed by SPRC
and Clergy
Congregation Evaluation: Completed by Lead
Pastor, Lay Leader, Church Council chairperson,
SPRC chairperson, Finance chairperson, and other
leaders (at least 5 persons)
SPRC Advisory Form: Completed by the SPRC
Clergy Advisory Form: Completed by all Clergy
(except retired)
Due Date: December 1

Clergy Compensation Guidelines

Clergy Tax Guidelines

Clergy are employed by the local church for
income tax purposes
Clergy are considered self-employed for social
security purposes
Clergy are not Independent Contractors
The Housing Allowance is excluded from income
taxes
IRS Reporting Requirements
The church withholds income tax
The church does not withhold or pay FICA
The church is responsible for submitting a W2

Clergy Leave Benefits

Leave Paid By the Church

Vacation 4 weeks annually*

Continuing Education 2 weeks annually*
Camp Volunteer 1 week annually*
Sick Leave
Sabbath (Renewal) Leave up to 3 months every
seven years**

Leave Funded By Other Sources

Sabbatical one year leave of absence for special
study
* - prorated for part-time clergy
** - only applies to full-time clergy

Total Compensation Package (for FullTime Clergy)

Salary
Parsonage or Housing Allowance
Accountable Reimbursements
Travel & Professional Expenses
Continuing Education

Health
Pension

2014 Equitable Compensation

(for Full-time Clergy)
Minimum Salary
Base Salary
Additional Years of Service
(up to 15 years)*

Housing Allowance
Travel, Continuing Education &
Professional Expenses
*Note: Increments are now limited to 15 years

$39,728
+$250 per year

$19,534
$ 4,100

The Appointment Process

Cabinet Guidelines for Appointment-Making

United Methodist Church Practices

Open-itinerancy
Appointments are for one year
Consider the gifts and graces of each
clergyperson and the missional needs of
congregations individually and collectively
Make appointments based on maximizing
disciple making

Cabinet Guidelines for Appointment-Making

Priority of Needs

The mission of the church in the conference

The needs/mission of a specific church and its
community
The needs of the clergy (including family
situations)

Cabinet Guidelines for Appointment-Making

Steps in the Process

Profiling of the church

Selection of the pastor by the Bishop
Meet Your Pastor meeting
Appointment confirmed through Statement of
Understanding
Appointment announced

Table Discussion
Share one thing you have done in
your church when there was a
pastoral or staff change to
welcome that new person to your
church.

Resources
The 2012 Book of Discipline of the United Methodist
Church
Guidelines for Leading Your Congregation: 2013-2016
Baltimore-Washington Conference Policies & Procedures
Manual
www.gcfa.org General Council on Finance &
Administration of the UMC

Housing Allowances Q&As

Accountable Reimbursement Policies Q&As
Accountable Reimbursement Policy Long form
Accountable Reimbursement Policy Short Form
Local Transportation Expenses Q&As

Baltimore-Washington Conference Conflict Resolution

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

Resources Every SPRC Chair Should Have

SPRC Role and Responsibilities
1. Denominational Resources
2012 Book of Discipline
Guidelines for Leading Your Church: Staff Parish Relations Committee
2. Baltimore-Washington Conference Resources
BWC Policies and Procedures Manual
3. Lewis Center for Church Leadership Resources (www.churchleadership.com )
Effective vs. Ineffective SPRC
Giving and Receiving Feedback
Theological Foundations for Evaluations
Types of Evaluations
4. Church Administration and Finance Manual: Resources for Leading the Local Church,
Morehouse Publishing, Frank Witman, Otto Crumroy, and Stan Kukawka, 1998
Conflict Mediation
BWC Conflict Resolution Brochure
Safe Sanctuary
BWC Safe Sanctuary Checklist
BWC Sexual Misconduct Questionnaire
Staffing & Compensation Guidelines
BWC Equitable Compensation Guidelines
BWC Healthflex & Pension Information
GCFA Clergy Tax Packet
GCFA Accountable Reimbursement Q & A
GCFA Housing Allowance Q & A
GCFA Local Transportation Q & A
Web Resources
www.bwcumc.org
www.GCFA.org/tax-packet/
www.gbod.org/lead-your-church/pastor-staff-parish-relations-committee
www.churchleadership.com/pastorevaluation/default.asp

1/21/14

of congregational
life. The Baltimore-Washington Conference
conflict transformation policy recognizes
that every congregation experiences conflict at times
and provides a process for engaging the conflict in
healthy ways for the individuals involved and for the
congregation.
onflict is a normal part

Biblical & Theological Foundation

From Genesis through Revelation, our
salvation history is storied with conflicts between
individuals and within and between groups,
cultures, congregations, and yes even between God
and humanity.
In our congregations, conflict can be a
catalyst for renewal, health and change and serve
as a mechanism for creating momentum toward
necessary change and growth. At other times,
however, conflict can become destructive and cause
serious dissension among people. Clear and healthy
process for working through conflict will empower
a congregation to move forward in the midst of the
challenges and increase faithfulness and effectiveness
within the congregation. Jesus outlined the process
of conflict resolution saying:
If another member of the church sins against you,
go and point out the fault when the two of you are
alone. If the member listens to you, you have regained
that one. But if you are not listened to, take one or
two others along with you, so that every word may be
confirmed by the evidence of two or three witnesses.
If the member refuses to listen to them, tell it to the
church; and if the offender refuses to listen even to the
church, let such a one be to you as a Gentile and a
tax-collector. Truly I tell you, whatever you bind on
earth will be bound in heaven, and whatever you loose
on earth will be loosed in heaven. Again, truly I tell
you, if two of you agree on earth about anything you
ask, it will be done for you by my Father in heaven.
For where two or three are gathered in my name, I am
there among them.

Matthew 18: 15-19, NRSV

esus affirms healthy relationships which

include honest communication with one
another, a willingness to be reconciled, and an
acknowledgement of the need for forgiveness in our
lives. He also claims to be in our midst when we are
with those who disagree with us. We are at our best,
and honor God, when we work to resolve differences,
offer forgiveness and reconcile differences within the
congregation.
Jesus teaches that If a brother/sister refuses to
listen even to the church, let him/her be to you as a
Gentile and a tax collector. Jesus would give the
Gentiles and tax collectors a second chance over and
over again and responds to Peters question about how
many times he needed to forgive with, I do not say
to you seven times, but seventy times seven.
We have the Scriptural mandate, the polity
resources, and the process to grow our churches
beyond occasional conflict. It requires intentionality,
hearts intent on forgiveness, and well-trained SPR
Committees. Our hope is that our local congregations
will become healthier and therefore more successful in
growing disciples for Jesus Christ.

Conflict
Resolution
within

Congregations
2
Policy and Procedures

Baltimore-Washington Conference
The United Methodist Church
11711 East Market Place
Fulton, MD 20759

Baltimore-Washington Conference
The United Methodist Church

S T E P S

1 Communicate
If your brother/sister sins against you, go and
tell him/her the fault, between you alone. If he/she
listens to you, you have gained your brother/sister.
Matthew 18:15

Begin with prayer for yourself and the individual

with whom you have a conflict. Invite God to share
wisdom, enable understanding and an openness to
communication that resolves differences.
When you have a concern about an action of
the pastor, staff member, or parishioner, attempt
to work it out directly with the person. Speak
with the individual face to face. Explain how it
has affected you and provide an opportunity for
reconciliation between you and the other person. You
are encouraged to start the conversation by saying I
experienced (describe what you felt or experienced)
when you (describe the action of the individual) and
I would like to resolve our differences.

F O R

R E S O L V I N G

2 Companions
If you speak to your brother/sister but
he/she does not listen, take one or two others along
with you, that every word may be confirmed by
another. Matthew 18:16
If your concern is not reasonably resolved, speak
to a member of the Staff Parish Relations Committee
(SPRC) and ask for help to resolve your concern.
This may include having a member of the committee
mediate a conversation between the individuals who
are in conflict with one another. This step may also
include having those with concerns meet with the
full SPRC committee and pastor so that they may
hear the concerns identified. When the concern
is with or involves the pastor, the SPRC chair will
contact the Guide if there does not appear to be
resolution or a path forward to address the concerns
presented. SPRCs are encouraged to participate in
conference training on conflict resolution and to
seek consultation with the guide about mediating
conversations.

C O N F L I C T

3 Council
If he/she refuses to listen, tell it to the church.
Matthew 18:17

An individual who does not believe that the SPRC

has adequately addressed their concern or believes
that the SPRC has not acted objectively, may ask the
SPRC Chairperson to contact the Guide. The Guide
will further review the concerns and determine if
additional steps are warranted.
When the conflict arises because of an allegation
of sexual misconduct, sexual harassment, or sexual
abuse, the SPRC Chairperson or the pastor will
contact the District Superintendent immediately
(within eight hours) so that the Sexual Misconduct
Policy will be implemented.

Safe Sanctuaries
Local Church Self Evaluation Form
Statement

Yes

No

We screen and check references for all paid employees,

including clergy, who have any contact with children and/or
youth.
We screen all volunteer workers for any position involving work
with children and / or youth.
We train at least annually all volunteer and/or paid workers with
children/youth to understand the nature of abuse and to
recognize indicators of abuse.
We train at least annually all volunteer and/or paid workers with
children/youth in how to carry out our policies to prevent abuse.
Our workers and volunteers are informed of state law
requirements regarding abuse and their responsibility for
reporting incidents.
We have a clear reporting procedure for a suspected incident of
abuse that follows the requirements of our state law.
We have insurance coverage available in case a complaint of
abuse occurs.
We have a clearly defined building usage strategy as a
component of our abuse prevention plan.
We have a clearly defined response plan to be implemented in
case an allegation of abuse is made against someone in our
church.
We offer at least annual education opportunities to parents of
children and youth about how to recognize and reduce risks of
abuse.
We take our policies to prevent abuse seriously, and we are
committed to their enforcement for the safety and security of all
our children, youth and the adults who work with them.

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

Unsure

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

1.

Have you ever filled out this questionnaire for this church or agency?
Yes
No
If no, please answer questions 2 through 9 below. If yes, give the date:__________________.
Have any answers changed since you filled out that copy? Yes
No
If no, please sign and return this form. If yes or you are unsure, please answer questions 2
through 9 below.

2.

Have you ever been accused, in a written and signed statement, of sexual misconduct with a
child or a youth?
Yes
No

3.

Have you ever been accused, in a written and signed statement, of sexual misconduct with
an adult?
Yes
No

4.

Have you ever been dismissed from any position, volunteer or salaried, because of
accusations of sexual misconduct on your part?
Yes No

5.

Have you ever resigned from any position, volunteer or salaried, because of an accusation of
sexual misconduct on your part, or to avoid being dismissed because of an accusation of
sexual misconduct on your part?
Yes No

6.

If your response to any of the foregoing questions (2 through 5) is yes, please provide on a
separate sheet of paper all details regarding each accusation of sexual misconduct that has
been made with respect to you, including a description of the alleged conduct, the name of
the person who made the accusation, the date f the alleged misconduct, and the name of
your employer at the time of the alleged misconduct.

7.a.

Have accusations of sexual misconduct on your part ever resulted in civil or criminal court
proceedings at any level (e.g., indictment, arrest, trial, etc.)?
Yes
No
If yes, please provide the complete details of those proceedings (including dates,
circumstances, the jurisdiction where the proceedings occurred, the nature of the
accusations, and the result of the proceedings) on a separate sheet of paper.

7.b.

Have accusations of sexual misconduct against you resulted in civil or criminal court
proceedings on more than one occasion?
Yes
No

8.

Other than the above, is there any fact or circumstance involving you or your background
that would call into question your being entrusted with the supervision, guidance, and care
of young people?
Yes
No

9.

Please provide three adult references (names, addresses, phone numbers) of persons who are
not related to you by blood, marriage or other family relationship and are not employed or
supervised by you, who can, to the best of their ability, provide statements in support of
your good character and clean record in regard to sexual misconduct with children, youth,
and adults.

Name and Address:

________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________

QUESTIONNAIRE RESPONSE FORM

(To be signed by all laypersons and un-appointed clergy who work with children or youth
within the local church or a Conference agency. If under 18, a parent or guardian must also sign.)
I verify that the answers I have provided on this questionnaire are true and accurate to the best of
my ability. I understand that false answers, as well as the failure to sign this Response Form, will
result in my being denied the position for which I am being considered.
Signature:___________________________________________________ Date:______________________
Please print your name:___________________________________________________________________
Parent/Guardian:____________________________________________ Date:______________________
Please print your name:___________________________________________________________________
Address:________________________________________________________________________________
Phone Number: _____________________________________ E-mail:_____________________________