Stages of Your Transition

During each stage of the pastor search process, the presbytery, through its COM, works with the congregation to guide and support an effective process. Each COM has its own variations on the steps and provides materials to churches seeking pastors, so consult with your COM liaison or moderator. Specific requirements of presbyteries supersede any suggestions made in this guide. These are the stages involved:

1. Dissolving the Pastoral Relationship
2. Planning Your Transition
3. Engaging the Congregation in a Mission Study
4. Assessing Your Finances
5. Electing the Pastor Nominating Committee
6. Getting Organized
7. Writing and Submitting the Church Information Form
8. Collecting and Screening Personal Information Forms
9. Interviewing Potential Pastors
10. Choosing the Nominee
11. Making Official Decisions
12. Installing the Pastor
13. Following Up After Installation

Dissolving the Pastoral Relationship

The pastoral relationship between a pastor, associate pastor, or assistant pastor and a church may be dissolved only by presbytery. (G-14.0601 or G-14.0603)

When a pastor announces his or her acceptance of another call for their service or his or her retirement, the congregation often experiences a variety of emotions: sadness, anger, sometimes betrayal or relief. It is very important that the exit of the pastor is handled well for the benefit of all concerned. Members and pastor need time and opportunity to celebrate their ministry together and to say goodbye. It is important that the exit time be neither so short that good-byes do not get said nor so long that everyone is ready to move on before the actual departure date. A good ending is the foundation for a good new beginning for the next pastor.

The minister will inform the session and the presbytery and shortly thereafter share the news with the congregation. The session calls a congregational meeting to act on the minister's request that the relationship be dissolved. The congregational action becomes a recommendation to presbytery. Many presbyteries grant authority to the COM to dissolve the pastoral relationship and to inform the presbytery in cases in which the congregation and the pastor concur. (G-14.0602 and G-14.0603)

Conducting exit interviews

The COM will probably conduct an "exit interview" with your departing pastor and then separately with your session. This is an opportunity to reflect on the ministry you had together, its strengths and weaknesses, and things to be worked on in the months ahead. It is helpful to express feelings that you may have (positive and negative). What you learn from this occasion may inform your search later on.

Planning Your Transition

The transition between pastors is a valuable time for congregations. It is an opportunity to reflect on your congregation, its community context, and its ministry in the present and future. The session, the COM, and the PNC (once it is elected) work together to make the transition time constructive.

Each congregation has unique needs, resources, and challenges during a transition between pastors. Some congregations, such as those recovering from a conflict or unhappy dissolution of a pastoral relationship, or those in need of a new direction for their ministry, will be wise to plan a longer transition time. Congregations are encouraged to use an interim pastor during the transition time. In such situations, energy should be placed on getting a skilled interim who can offer valuable assistance to congregations as they discern God’s leading for them in the transition time from one installed pastor to another, and allowing time for healing, spiritual development, and strategizing before moving ahead with the election of a PNC. Congregations may experience different patterns of leadership by taking into consideration clergywomen or racial ethnic persons as interim pastor. Your COM can help you look at your situation and determine the best path.

Finding Transitional (sometimes called Temporary) Leadership

As soon as you learn that your pastor is leaving, your session will be wise to obtain immediate transitional (temporary) pastoral leadership for the first four to six Sundays following his or her departure. Consult with your COM for names of suitable persons to lead worship. They may have a list of persons to suggest for pulpit supply. This is a good opportunity to invite your presbytery executive to lead worship on one of the Sundays early in the vacancy.

Depending on the size and needs of your congregation and the transition work you want to accomplish, you may select from the following types of longer-term transitional pastoral leadership.

Stated Supply Pastor: "a minister appointed by the presbytery, after consultation with the session, to perform the functions of a pastor in a church which is not seeking an installed pastor. The relation shall be established only by the presbytery and shall extend for a period not to exceed twelve months at a time. A stated supply shall not be reappointed until the presbytery, through its committee on ministry, has reviewed his or her effectiveness. A stated supply may, with presbytery's approval, serve as moderator of the session". (G-14.0513a.)

If the church is not sure if it will be calling an installed pastor, a stated supply could be a good short-term choice. Note: If a church begins to seek an installed pastor, a stated supply automatically becomes an interim pastor and thus may not be called as pastor.

Interim Pastor or Interim Co-Pastor: "... a minister invited by the session of a church without an installed pastor to preach the Word, administer the Sacraments, and fulfill pastoral duties for a specified period not to exceed twelve months at a time, while the church is seeking a pastor. "An Interim Co-Pastor" is a minister invited by the session of a church without an installed pastor which had a co-pastor model which was in effect for at least three years and where the congregation desires to continue such model of permanent ministerial relationship, to preach the Word, administer the Sacrament and fulfill pastoral duties for a specified period not to exceed twelve months at a time, which the church is seeking a co-pastor. The session may not secure or dissolve a relationship with an interim pastor or interim co-pastor without the concurrence of the presbytery through its committee on ministry. A minister may not be called to be the next installed pastor, co-pastor, or associate pastor of a church served as interim pastor or interim co-pastor." (G-14.0513b.)

Interim Associate Pastor: "….a minister invited by the session to serve in this position while the church is seeking a new associate pastor or is seeking a pastor to serve as co-pastor in accord with G-14.0501c. The session may not secure or dissolve a relationship with an interim associate pastor without the concurrence of the presbytery through its committee on ministry. An interim associate pastor shall serve for a specified period not to exceed twelve months at a time and may not be called to be the next installed pastor or associate pastor of a church served as interim associate pastor." (G-14.0513c)

Designated Pastor or Co-Pastor(s): "….a minister of the Word and Sacrament approved by the committee on ministry to be elected for a term of not less than two nor more than four years by the vote of the congregation." The presbytery will establish the relationship. A designated pastor is chosen by the congregation’s PNC only from among those designated by the COM of the presbytery. A designated pastor is installed by the presbytery for the agreed term and then, if the congregation and pastor both desire, is eligible to be installed as pastor after two or more years have elapsed. (G-14.0501e)

Commissioned Lay Pastor (CLP): "…an elder of the Presbyterian Church (USA) who is granted a local commission by the presbytery and has received extensive special training from the presbytery in order to prepare her or him to serve as a pastoral leader. CLPs lead worship and may be authorized by presbytery to administer the Sacrament of the Lord's Supper, perform marriages, administer the Sacrament of Baptism, or moderate session or congregational meetings. They can also conduct memorial services, lead Bible study, visit the sick, etc. if time allows (many have secular employment). Ordained minister moderators are appointed for churches served by CLPs and supervise the ministry of the CLP". (G-14.0801)

Inquirer or Candidate as Temporary Supply: "When a church is without a pastor or when the pastor is unable to perform pastoral duties, the session, after obtaining the approval of the presbytery having jurisdiction over the church through its committee on ministry, may secure the services of an inquirer or candidate to serve as temporary supply. Appropriate guidance and supervision for such an inquirer or candidate serving as temporary supply must be assured by the presbytery having jurisdiction over the church and approved by the inquirer's or candidate's committee on preparation for ministry". (G-14.0513e)

Your COM will help you to understand the differences in these types of transitional (temporary) pastoral leadership, help you to select the best option for you, and help you to find appropriate persons to consider. The session is authorized to make decisions about temporary pastoral relationships and contract with individuals. See New Times, New Call: A Manual of Pastoral Options for Small Churches" Available at PDS (800) 524-2612, PDS#72-312-03-001 or order online:

Choosing an Interim Pastor

The most effective interim pastors have had extensive special training for this unique ministry. Some interim pastors serve full-time and others serve part-time depending on the needs of the church. Not all persons who call themselves "Interim Pastor" have the necessary skills and training to do effective transitional work with a congregation. Ask about the training they have received.

What An Interim Can Do for You

An interim pastor is your congregation’s pastor, carrying on the ministry of the church with you while you search for an installed pastor. An interim pastor:

• Helps your congregation deal with all the feelings that accompany the departure of a pastor, such as grief, anger, relief, confusion, and anxiety.
• Helps you think about the church and its ministry in the past, present, and future.
• Help churches deal with problems before a new minister is called.
• Helps you prepare for a new minister.

How to Find An Interim Pastor

Your COM liaison can help you assess your needs for an interim pastor and give you names of interims that may be available to serve you. Be sure to involve your COM in reference checking of potential interims.

Church Leadership Connection staff can also assist you. You can list your interim position on the internet and be matched with available interims by completing a regular CIF. You can omit the narrative sections for interim positions. For special assistance call (888) 728-7228, x8550 or contact The Association of Presbyterian Interim Ministry Specialists (APIMS).

Note: Some presbyteries require that the COM review all potential interims before names are given to the search committee.

The session usually appoints a committee to interview potential interims and select one. The congregation does not vote on an interim pastor, the session does. Interims cannot serve for more than one year at a time without getting permission from presbytery's COM to extend the contract. Some interim contracts are shorter than one year.

Resources

• Alan Gripe, The Interim Pastor's Manual: Presbyterian Church (USA), Geneva Press, 1997.
• Roger S. Nicholson, Temporary Shepherds: A Congregational Handbook for Interim Ministry, Alban Institute, 1998.
• Loren B. Mead, A Change of Pastors…And How It Affects Change in the Congregation, Alban Institute, 2005

Engaging the Congregation in a Mission Study

An understanding of the nature of a particular church and its unique mission is essential before the search for a pastor can begin. Some presbyteries require such a mission study prior to the election of a PNC. Others find it more helpful for congregations to do a full mission study two-three years after a new pastor is called. In any case, an analysis of the church's mission is the foundation on which the PNC works. The session has primary responsibility for determining the mission of the church. If a mission study of your church's program and its mission directions has not been done recently, the session, with the guidance of the presbytery COM should determine whether this vacancy time is the appropriate time for you to do a study.

Certain times of year are better to involve your members in a mission study (summer or fall) and there are times of the year that are prime time for pastoral searches (ministers often prefer to move in the summer and after Christmas). Take all of this into consideration when you plan your transition. Don't just "let it happen." Think ahead to make the best use of this time.

Mission studies are especially appropriate:

• when the church is seeking a new pastor.
• when the congregation needs to consider a new strategy for pastoral leadership.
• when the church has grown or declined significantly.
• when the congregation does not reflect community changes.
• when there has been a major change in lay leadership or a conflict.
• when the church is seeking funding for pastoral support.

The best mission studies involve everyone who wishes to be involved and will ask these or similar questions:

• What are we doing as a congregation? What is God calling us to do in the next phase of our ministry?
• What are the needs of our community? What is God calling us to do to meet those needs?
• What specifically will we do to strengthen our congregational and community ministry in the next year?
• What must pastor and lay leaders do to help that to happen (for a congregation seeking a pastor)?
• What kind of skills, experience, and personal characteristics do we need in our pastor?

If a study has recently been completed, consider it carefully to understand the mission of the church and the qualities required in the person to be called. The COM representative, the session, and the PNC should meet to study and interpret the findings and determine if they are adequate for the purpose of calling a pastor.

Resources for Congregational Mission Studies

• Nancy T. Ammerman, Jackson W. Carroll, Carl S. Dudley, and William McKinney, Studying Congregations, A New Handbook, Abingdon Press, 1998
• Congregational Survey & Mission Study —
• Carl S. Dudley and Nancy T. Ammerman, Congregations in Transition, A Guide for Analyzing, Assessing and Adapting in Changing Communities, Jossey-Bass 2002
• Strategic Directions Questionnaire (SDQ)
  The SDQ process enables search committees to identify leadership needs for a congregation, middle governing body, or other church-related organization. Five or more persons representative of the search committee complete the SDQ questionnaire online. The scores of each person plus a median score on each of the 22 leadership sets is returned to a licensed interpreter. The interpreter then meets with the search committee to help them understand and use the results. The Office of Ministry & Support maintains a list of licensed interpreters and will provide names of nearby interpreters upon request.

Assessing Your Finances

A critical step before completing the Church Information Form (CIF) is a financial assessment. What is your congregation's true financial picture?

Consider an appropriate compensation package for a pastor with the skills and experience you are seeking. A conversation with your COM liaison and a look at other church positions listed on-line on "Opportunity Search" may be helpful. Most presbyteries have established minimum compensation guidelines.

The manse, when it is offered, is an important part of the personal compensation package. The PNC, representatives of the session, and/or trustees should inspect the manse. If major repair work is required, make plans to get it underway. If a housing allowance is offered in lieu of a manse, someone may need to acquaint your committee with the housing options available in your community. Set an annual housing allowance figure that will provide adequate or reasonable housing for an average size family in your community through mortgage payments or rental.

Figure the annual cost of medical, death, disability, and pension coverage for your pastor through The Board of Pensions (see the following Board publications: Benefits Administrative Handbook and Understanding Effective Salary, or call (800) 773-7752) or go to Board of Pensions Web site.

Note: These percentages change each year so make sure you are working with current figures.

Add the proposed cash salary and housing to the other costs of ministry-maintenance of a manse, expenses for travel and telephone, etc. Look at that in the context of your entire budget for ministry including mission, program, administration, property, etc. Then take the long-term view. How might your expenses increase if you live out your vision of a growing ministry over the next five years? What is a realistic estimate of changes in the income side of your budget

The session must determine whether there will be sufficient funds to adequately support the pastor you call. It is tragic when a congregation calls a pastor by stretching its income and depleting its investments only to find that they cannot afford to pay that pastor after the first year or so. Pastors and congregations often become frustrated when the pastor's salary is 80% of the budget, leaving little for anything else.

If you find your church in this situation, talk with your presbytery about options other than a full-time minister for pastoral leadership. An excellent resource is New Times, New Call: Pastoral Options for Small Churches. The resource is available at PDS, (800) 524-2612, PDS#72-312-03-001 or the order online:

In some situations, such as a New Church Development, presbyteries will assist you in obtaining funding to supplement the church's own financial resources. This funding must be secured before you complete the CIF. Be sure you are clear as to how much funding can be expected and for what period of time. Potential pastors will want to know.

Don't forget to budget for the pastoral search costs and the cost of moving your new pastor to your community. Once you are clear about the financial picture for your congregation, be sure to thoroughly brief PNC members so that they will be better prepared to talk with prospective pastors.