Guidelines for Report Writing



-1111250-118745000PREFACEAIM: To provide clear processes for Life & Witness Consultations to be carried out and the resources for teams to effectively undertake congregational consultations.A Guide to using these templates and tools This document contains templates and tools to be used in conjunction with the Life and Witness Consultation Resource Kit for Presbyteries.The templates are arranged to relate to the 6-stage process for Life and Witness Consultations of:InitiateListenReflectEngage (Optional)Report Enact(Headers and footers indicate these stages) We recommend all committee members and team members read this whole document to gain familiarity with it. It will help in understanding not only the processes involved and will streamline the process and aid in decision making. These templates and guides will remain open to improvement and amendment from time to time. If you have any feedback on omissions, contradictions or suggested improvements, please feel free to convey this to the Secretariat. Title:Life and Witness Templates & ToolsCreation Date:Aug-2015 Version:FinalLast Revised:Nov-2018 Approved by:ACOMPSSCApproval date:20-Aug-201916-Aug-2019Terms of Reference Guidelines for ConsultationsThe consultation has been set up for the purpose of ……………………………………………………………………………………………………………………………………………….(Life and Witness, Mission and Property review, Extension of placement, New placement, PRC concerns, serious conflict in the congregation, governance and/or financial concerns.)Any key Issues to be addressed – (Background information) ……………………………………………………………………………………………………………………………………………….……………………………………………………………………………………………………………………………………………….Level of urgency……………………………………………. (High, Med or Low)Time frame (e.g. needs to be done before next PRC or Pres meeting??)……………………………………………………………………………………………………………………………………………….Particular skills required for the team……………………………………………………….……………………………Team Leader…………………………………………………………………………………………………………………………..Team members ……………………………………………………………………………………………………………………..Sample Letter to Church CouncilTo – Church Council SecretaryXYZ Uniting Church AddressDear __________________________ Church Council Secretary Consultation on the Life and Witness of ……..CongregationGrace and peace in the name of Jesus Christ. This letter is to let you know that ……….Presbytery …………..Committee would like to share with your Congregation in a ‘Life & Witness Consultation’. Presbytery is suggesting this take place starting………………………………………………...As part of their responsibility to encourage and strengthen Congregations under Regulation 3.1.4, Presbyteries are expected to conduct Life & Witness Consultations with Congregations, the leadership team and the minister in placement. Presbytery invites all those involved to use this Consultation as a valuable opportunity to enhance effectiveness in mission and ministry in the local area and beyond. The Consultation will offer a dedicated time to reflect on the life of the Congregation, to affirm what is positive, to address any points of concern, and to plan for the future. The team for the …………………. Congregation Life and witness consultation will be ……..………………………(Team Leader) (contact details of Team Leader email and phone)[names of other Team members if known, otherwise ‘and two others’……….] The Consultation Team Leader will be in touch with you so that suitable dates can be negotiated for consultation meetings that will fit in with the life and events of your Congregation. The Presbytery has adopted the following Mission statement for its life and work together.Noting that the above definition is achieved within the life of the church through the following five different expressions of mission:1) TELL – To proclaim the Good News of the reign and rule of God 2) TEACH – To teach, baptise and nurture new believers 3) TEND – To respond to human need by loving service 4) TRANSFORM – To seek to transform unjust structures of society, to challenge violence of every kind and to pursue peace and reconciliation 5) TREASURE – To strive to safeguard the integrity of creation and sustain and renew the life of the earth Please supply copies of any other documents that reflect the life and mission of the CongregationGeneral Weekly notice sheet or bulletin;Annual reports of Church Council, Minister and other groups of the Congregation from AGM reports for the last two (2) years;Current mission plan;Most recent Congregational Profile;A church history if one has been written;An example of orders of service for ordinary and special services.Congregational roll or listing of suburbs of congregation members (if demographic analysis is sought) Most recent NCLS resultsList of Lay Preachers –accredited and non – accredited;Finances Annual Financial Accounts as at 30th June 2018 (Audited/ unaudited)Financial Budget for 2018/2019Evidence of current ACNC compliancePropertyDetails of all property inspections undertaken within the last 2 yearsA summary schedule of property usage outlining rentals, rental rates, terms of rental and times rented. Complete Property Plan attached as a snapshot of how it is being used. We have also proposed the following indicative timeline for this Consultation: <to be amended as necessary to each case>DateAim and actionXxInitiate-Congregation provides the documentation as requested above. XxListen- The team visits and shares in Worship with the congregation. (If possible: post the worship service, the Consultation team to meet with the Congregation to discuss the documentation submitted to listen to the member’s feedback, joys and challenges.The consultation team will make time available for congregation members to meet with them on this date or later if they wish to speak with consultation team members. Team will reflect on this. XxReflect-The Consultation team discusses what they’ve heard and decides whether any further information or engagement is necessary. Move to Report writing. Prepare and submit a draft report to the Church council, for checking and accuracy and Presbytery committee. ENGAGE if needed.XxReport- The team presents the final report to Congregation/Church council, discuss the recommendations.XxEnact-Presbytery committee supports congregation as it implements the recommendations and moves forward. The Consultation Team are looking forward to sharing this time with you all. I pray it will be a fruitful time where your Congregation will feel valued and supported by the Presbytery and empowered for mission and ministry into the future.Yours in Christ’s service, Presbytery Committee Convenor / Team Leader Presbytery Letterhead Information for Congregation members on the forthcoming Life and Witness consultation Your congregation will soon be involved in a Life and Witness consultation process, being undertaken by the Presbytery. This consultation is focused on reviewing the life and mission of the congregation. Your Church Council Secretary will keep you informed of important information and dates during the time of the consultation. The team appointed by the Presbytery to undertake the consultation is: XXX (Team Leader)You can contact XXX on <email> or <phone>XXXXXXCongregation members are invited to be involved in the consultation in several ways:by speaking with members of the team when they attend worship and activities of the congregationby contacting the team leader to arrange another specific time to discuss the mission and ministry of the congregationIn some cases, a survey of congregation members may be undertaken prior to the day and this information can be fed into the discussions. The Presbytery committee is committed to a consultation process that is faithful, transparent and life-giving for the congregations of the Presbytery. Your participation in this vital process is invited and encouraged. Grace and Peace<Team Leader> DATA CHECKLIST (Most should be available from your Presbytery)General Information:Annual reports of Church Council, Minister, and other groups of the Congregation from AGM reports for the last two (2) years;Current mission plan;Most recent Congregational Profile;An example of orders of service for ordinary and special services;A weekly notice sheet or bulletin;A church history if one has been written;A directory of Congregation members; Most recent NCLS results;List of all Lay Preachers – accredited and non-accredited;Overview of lay leadership and participation;Any photos of interest from special events;Understanding of how the placement engages with Safe Church requirements.Finances:Annual Financial Accounts as at 30th June 2018; (un-audited/ audited);Financial Budget for the 2017/18 year;Evidence of current ACNC compliance.Property:Details of all property inspections undertaken within the last two (2) years;Property plan- summary of property usage outlining rentals, rental rates, terms of rental and times rented.ChurchHallSUNMONTUESWEDTHURFRISATDETAILED LISTENING PLANCongregationTeamActivityWhenWhoDoneWorship ServicesGroups/FellowshipsMission ActivitiesChurch Council/CommitteesProperty InspectionsOne-on-One meetingsOtherLISTENING FILE NOTECongregationDateTimeEvent/ActivityTeam AttendingI/we saw/ heard….Issues for further discussion/investigationQuestions for Church Councils & Congregations (Could be done as self-guided reflection-small congregations)Tell us about your community / context?Tell us about your congregation?Tell us what’s happening / programsThings you are proud about Church in MissionHow does your property work for you?Challenges now?Challenges in the future?Who are the “movers and shakers” we should talk to?What should we attend to get a sense of what’s happening?Tell us about how CC leads?Describe your last congregation meeting.What are a couple of goals this Congregation has set for itself for the next few years? What do you feel are the joys, pleasures...strong points in this Congregation?What do you most value about the way worship is conducted? Are there any unsatisfactory aspects?In what ways is this Church a ‘Safe’ place to engage with?What opportunities are there within the life of the Congregation for people to grow spiritually?What educational events or opportunities are available? What ages and interest of people do they cater for?In what ways does the Congregation relate to the broader community? What ways are members active in the community?Do you feel this Congregation has adequate financial and other resources (including the gifts and skills of people) to meet your mission goals?What do you do as a Congregation to create a sense of belonging, apart from worshipping together?Leadership/Decision- Making/Communication: Do you feel these are effective within the Congregation?How are leadership gifts and skills being developed in the Congregation?In what ways does your Congregation reflect the multicultural nature of the UCA?How do you provide appropriate ministry for the 2nd generation? (if applicable)If there is a language specific worship group within the Congregation, does it have its own governing structure, and how does this fit with UCA polity?What have been some of the most significant achievements of the Church Council in the past three years?Does it have some points of pain or frustrations? Tell us about theseIn what ways do you consider the Church Council contributes significantly to the life and witness of the congregation(s)?In what way does the Church Council engage with Safe Church requirements?What are any areas of concern in the congregation(s)? How is the Church Council addressing these and where does your hope come from to manage these?LISTEN Mission vitality- 5 Marks of Mission Congregation Mission statement: How is the congregation’s mission plan fulfilling these 5 marks of mission?Marks of Mission Signs of lifeTELL- proclaim the good news of the reign and rule of GodTEACH- teach, baptise and nurture new believers TEND- respond to human need by loving serviceTRANSFORM- seek to transform unjust structures of society, to challenge violence of every kind and to pursue peace and reconciliationTREASURE- strive to safeguard the integrity of creation and sustain and renew the life of the earthSummary: How are they travelling? Is there clarity in their mission and actions? GUIDANCE ON CONFLICT AND RESISTANCE DURING CONSULTATIONS PROCESSESA CONFLICT MANAGEMENT PROCESSBackground InformationThe Uniting Church Regulations make it clear that the presbytery has the responsibility of caring for congregations within its bounds. From time to time conflicts arise which cannot be worked through by the congregation and it becomes necessary for the presbytery, in its role of pastoral oversight, to intervene.Experience tells us that, in the past, people have often seen the consultation as the time when the presbytery will “come in” and solve any problems that are present, problems which have may have been festering for some time. This is particularly so if there is conflict between the Minister and some members of the congregation. The result is that the consultation team is often overwhelmed by the situation. These guidelines propose a different method of dealing with conflict.The best time to deal with conflict is when it arises. The Pastoral Relations Committee (PRC) has therefore determined that Ministers and Church Councils within the Presbytery should be reminded that the Conflict Management Process can be implemented at any time when congregation and Church Council strategies fail to lead to resolution of the conflict. It has also determined that vital ministry or congregational consultations will be suspended until any conflict is resolved.Notes on the Process1. Any of the following may request that the process be implemented, by communicating that request to the Presbytery PRC Chairperson or Executive Officer:(a) The congregational or Church Council(b) The Minister in Placement(c) A consultation team2. The PRC Chairperson is responsible for initiating the process.3. A mediation team will normally consist of two members, one of whom has been trained in the mediation process.4. If mediation is successful the parties will sign a written statement setting out the terms of the agreement. This statement may include ways in which further conflicts between the parties will be handled and set the confidentiality constraints. A copy of the agreement will be sent to the PRC by the mediation team.5. If mediation is not successful, the arbitration process will commence with a different team. An arbitration team will normally consist of three members, one of which will usually be the Chairperson of PRC, the Chairperson of Presbytery or another officer of the presbytery. After listening to all parties concerned this team will:(a) Decide upon recommendations to be made to the PRC.(b) Inform all parties in writing of such recommendations. If any party wishes to appeal any ofthe recommendations they may do so within 2 weeks of receiving the writtenrecommendations.(c) Produce a written report to the PRC which will include any recommendations and astatement as to when the written recommendations were given to the parties.6. The PRC will decide the matter after receiving the report and any appeals to the recommendations.7. Should the PRC’s determination include any disciplinary action, the normal appeals processes provided in the Regulations will apply. (See Regulations section 7 – especially 7.6.4 – specific to Sexual Misconduct.)* Where there is embedded conflict, a different approach may be required.Recognising and Handling ResistanceIn any consultation there will always be some level of resistance. It’s important to understand that resistance is not necessarily a negative thing – it’s a normal, emotional process, the person’s way of indirectly expressing their reservations or opposition. Behind the resistance are feelings, fears and concerns which the consultant needs to accept and respect.Resistance can be expected to occur when people are confronted with the need/possibility for change. Think about some time when you have felt resistance to change. How did you act? What did you say? What helped you move on?Key StrategiesThere are some key strategies consultants can take to help Congregations to move beyond the resistance and get on with the problem solving and goal setting. “The skill for the consultant is to ask people to put directly into words what they are experiencing. To ask them to be authentic. The most effective way to encourage the person or persons to be authentic is for the consultant to also behave authentically,” (Peter Block, Flawless Consulting, p.131). Block likens resistance to a storm – like a storm the best way to deal with resistance is to let it blow itself out. So instead of defending your method, recommendations, etc. try to get the person to share more about their concerns – that will help the storm to pass. “Defending methodology is keeping the storm alive,” (Block, p.131). Because resistance takes the form of indirect expression of reservations the goal is to get the person to express their concerns openly and directly. Block identifies 3 steps for handling resistance.1.Picking up the CuesPay attention to the person’s nonverbal communication (55% through body language; 38% through tone, inflection of voice; 7% through actual words).Listen to your own body – your internal reactions are often unconscious signals that you’re picking up resistance from the client.Listen for repetition and tell-tale phrases – repetition of ideas and questions (like when you hear the same point for the 3rd time) or such phrases as: “you have to understand that...”, “let me explain something to you..”, “That’s alright for other places but here we..” are a sure sign that your facing resistance.2.Name the ResistanceOnce you become aware that you are experiencing resistance the next step is to name it – put it into words. But be careful about the type of words you use. Avoid emotionally laden or technical language –use neutral, everyday words. When the Resistance Takes this Form….Name it by Making this Statement….Member avoiding responsibility for the problem or solution“You don’t see yourself as part of the problem”Flooding you with detailYou’re giving me more detail than I need. How would you describe it in a brief statement?One-word answers“You’re giving very brief answers. Could you say more?”Changing the subject“The subject keeps shifting. Can we keep focused on one area at a time?”Compliance“You seem willing to do whatever I suggest. I’m having trouble telling how you really feel.”Silence“You are very quiet. I don’t know how to read your silence?”Press for solutions“It’s too early for solutions. I’m still trying to find out….”Attack“You seem to be questioning a lot of what I’m saying. I get the feeling you might be angry about…”Block suggests that if naming the resistance isn’t helping, tell the member in your own words how you are feeling about the conversation, e.g.“I’m feeling pretty frustrated about how this discussion has been going.”“I get the feeling you think that my suggestions are irrelevant or too simple.”“I find myself getting churned up inside as this conversation goes on – I wonder whether you might be feeling a bit like that too.”Stating your own feelings is being authentic and encourages the member to be authentic too by helping him/her realise that you are also experiencing similar emotions.3.Be Quiet and Let the Congregation members respondAfter naming the resistance, the natural tendency is for the consultant to keep talking. When that happens, the consultant is letting the member off the hook and making it easy for him/her not to take responsibility for their actions. it’s natural to keep talking in order to reduce the tension that comes with confusion. But learn to live with the tension – make the statement about the resistance and remain silent. Some other points to remember when dealing with resistance.Don’t take resistance personally – despite the words used the resistance is not intended to discredit you personally – don’t take it as a personal offence.Most questions are statements in disguise – try to get at the statement/belief that lies behind the question.Give 2 good faith responses for every question – in other words be prepared to answer the same question that is repeated, twice. The third time that question is asked, see it as a form of resistance and do not respond to the content of the question, rather name it as resistance, e.g. “We seem to be getting the same question coming up a number of times now. I wonder whether we have some problem here.”Always try to be positive – when resistance comes it’s easy to get defensive or negative. Try to be as positive as possible. Avoid criticism, sarcasm, or name-calling. As far as possible affirm the person.Use force field analysis – if, as a result of resistance, even after using the above strategies, you get stuck try using force field analysis with the specific issue or recommendation. [Force field analysis identifies forces FOR change (enabling forces), and forces AGAINST change (constraining forces)]Work with recommendation(s) that is seen as most helpful – finally, when encouraging resistance concerning your recommendations, if all else fails ask the group to indicate the recommendation(s) they feel is most helpful and focus there. A win-win experience can create the climate for dealing at a later time with recommendations that generate a significant level of resistance.SURVEY FOR ATTENDERS v1 (Small or simple structures)To be translated as required into ……..Korean, Tongan,….., Indonesian etc.UNITING CHURCH IN AUSTRALIAxxxxxx Presbytery Life and Witness Consultation.......................................................... CONGREGATIONNotesYou are invited to share your views on ministry within this Congregation, by responding to the following questions and statements.Please consider the statements and questions carefully and tick the box that best indicates your response or answer the question as best as you are able. Any comments that you wish to add of a general or specific nature at the end would be welcomed.Share from your own experience – your perceptions and feelings are important.You need not sign the Questionnaire. Your responses will be treated confidentially. Members of the team will be available for private conversations or phone calls during the Consultation. This can be organized through the Team leader.When do you attend Services and times? .....................................................................................What other groups or activities connect you to this Congregation or church family?…………………………………………………………………………………………………..Age:Under 25 [ ] 25-40 [ ]40-55 [ ]55 and over [ ]75 + [ ]“I feel accepted and have a sense of belonging to this Congregation or church family.”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )“I generally find worship in this Congregation to be spiritually enriching.”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )“This Congregation provides adequate opportunities for my nurture and growth in faith.”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )What are some good things that are happening in the life of this Congregation?What are some good things that are happening within your community through initiatives taken by this Congregation?Is this Church a safe place for you to attend?Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )What are things that frustrate or disappoint you or you feel could be done better in this Congregation?What are things you feel could be done better in reaching out into the community?“I am encouraged to use my gifts and abilities within this Congregation and beyond.”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )Reflect on the time you have attended this Congregation. How has your involvement changed? ‘I feel my faith or commitment has grown or been encouraged within this Congregation over recent years’.Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )“I have appropriate understanding of the financial viability of the Congregation”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( ) “I feel that I have a good understanding of and share in the Congregation’s mission goals and plans.”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )“I feel that the property and other assets of the Congregation are well utilized for ministry and mission”Strongly agree ( ) Agree ( ) Unsure ( ) Disagree ( ) Strongly Disagree ( )Name any ideas you have for alternative use of your property that would enable more effective mission or ministry to fulfil your mission plans. What is your vision of where you would like this Congregation to be in 3 years’ time? How are you going to get there? Have you any other comments?Property Inspection Report- InternalA separate inspection needs to be done for every building entrusted to the Congregation whether it is rented out or not. If there is not enough room in space provided include separate sheet.BUILDING: (e.g. Church, Hall, Manse)..................................................................INSPECTED BY:..................................................................DATE:.....................GENERAL DESCRIPTION OF BUILDING: (e.g. condition, appearance, etc.)PAINTWORK:State, cracks, gen. condition, work requiredDOORS/WINDOWS/TRIMS:State, hardware, gen. condition, work requiredFLOOR COVERINGS:Type, state, age, gen. condition, work requiredKITCHEN:General condition, age, work requiredTOILETS/BATHROOM/S:General condition, age, ventilation, work requiredPLUMBING:Condition of taps/sanitary fittings, fire ext., work requiredELECTRICAL:Light fittings, switches, power outlets, fire alarms, heating &cooling, work requiredFURNITURE/EQUIPMENT:General comment/conditionInternal -Notes to inspectorsA separate inspection needs to be done for every building entrusted to the Congregation whether it is rented out or not. If there is not enough room in space provided include separate sheet.The general description should include any relevant details about the building. A comment should be included regarding general condition and general maintenance. Photos of the building would be useful. Is disabled access available throughout the building? Painting should include walls, ceilings, doors, etc. Seek out information about the program for painting - note down any areas where there are cracks, mildew, staining, etc.Check state of windows & doors, trims, door/window hardware (furniture), etc.Note down the types of floor coverings and the condition of each and when they were last replaced.Check the adequacy of the benches, bench tops, fittings, door hardware etc. Note when it was last replaced and if any remediation work is required. Is the kitchen adequate?Check the adequacy of the benches, bench tops, fittings, door hardware etc. Note when it was last replaced and if any remediation work is required. Are the toilets/bathrooms adequate?Check adequacy of taps and fittings, leaking taps, etc. e.g. when were fire extinguishers last checked?Check adequacy of light fittings, switches, power outlets, fire alarms, etc.If you consider an electrician needs to review the electrical services, please state in report.The general condition of all items is required. It should include refrigerators, dishwashers, cooking equipment, washing machine, dryer, sound system, pews/chairs, tables, study furniture, etc.Note: In manses the Congregation is responsible for: Floor coverings, Window furnishings, Light fittings, Refrigerator, washing machine, Television antenna, Study desk, Chairs, Shelving & Filing cabinet.Property Report- ExternalA separate inspection needs to be done for every building entrusted to the Congregation whether it is rented out or not.BUILDING: (e.g. Church, Hall, Manse)..................................................................INSPECTED BY:..................................................................DATE:.....................GENERAL DESCRIPTION OF BUILDING: (e.g. Heritage, Wall/Window type, Roof, etc.)EXTERNAL WALLS:State, cracks, gen. condition, work requiredWINDOWS:Type, state, painting, gen. condition, work requiredEXTERNAL DOORS:Type, state, painting, gen. condition, work requiredROOFING & GUTTERING:Type, state, leaks, gen. condition, work requiredPAINTING:Gen. condition, painting periods, work requiredFLY SCREENS/DOORS:Type, gen. condition, work requiredELECTRICAL:Connection point, ext. lighting, switchboard, time switches,gen. condition, work requiredEXTERNAL ITEMS:Fences, paths, shrubs, trees, disabled access, parkingExternal- Notes for Inspectors The general description should include any relevant information about the building. A comment should be included regarding general condition and general maintenancePhotos of the building would be useful.External walls could comprise brick as well as cladding. Notes about each type of external wall should be included.The type of window should be stated e.g. painted timber, metal (anodised, powder coated, etc.), stain glass, etc. The condition of each should be included.The type of door should be stated e.g. painted timber, metal (anodised, powder coated, etc.), etc. The condition of each should be included.The type of roofing should be stated e.g. metal deck, TC or Concrete tiles, etc. The condition of each should be included. Check roof lights. Check flashings. Look for leaks internally.Painting periods refers to how often items are painted e.g. 5 years, 7 years, etc.Check adequacy and condition.Adequacy of all items should be checked. It may be technically difficult to check every item but if you consider an electrician needs to review the electrical services please state in report.Is building protected by circuit breakers?The general condition of all items is required. It would also be useful to note dedicated parking on site for the building. Disabled access to the building must be through the front door.How is the congregation’s mission plan fulfilling these 5 marks of mission?Marks of Mission Signs of lifeTELL- proclaim the good news of the reign and rule of GodTEACH- teach, baptise and nurture new believers TEND- respond to human need by loving serviceTRANSFORM- seek to transform unjust structures of society, to challenge violence of every kind and to pursue peace and reconciliationTREASURE- strive to safeguard the integrity of creation and sustain and renew the life of the earthSummary: How are they travelling? Is there clarity in their mission and actions ?Questions for Reflection by Consultation teams (after visits)WHAT KIND OF CONGREGATION IS THIS? What are its distinctive characteristics? Consider its theological stance, worship and music approach, level of commitment, inward or outward focused, leadership issues, administration, advertising, sources of Congregational identity, whether its approach to ministry is static or dynamic, the level of trust – especially of leaders, degree of lay ministry initiatives, and the potential for mission and ministry into the future.WHAT ARE THE EXPECTATIONS OF THE CONGREGATION ?How do the minister and lay leaders feel about our being here? Beware of the common expectation that we can help them to recover and even do better or return to the “glory days” of yesteryear.WHAT ARE THE EXPECTATIONS REGARDING THE ROLE OF THE CONSULTATION TEAM?Some common role expectations include: The conflict resolution expert; the church growth expert; the encourager; the futurist who will describe what they need to do to be effective in the 21st century; the one who will make their problems all go away; the problem solver; the resource linker who will suggest where they can go for extra help with specific concerns; the “hit man” who will cause an unwanted staff member or lay leader to disappear. Which role fits your competencies, personality, the needs of the Congregation and also the expectations of the Presbytery?WHAT CAN BE AFFIRMED?What are the strengths, resources and assets of this Congregation? How can they provide a foundation for building on, or planning for, the future? What aspects of its life and ministry can we authentically affirm?IS THE MINISTRY PLAN DESIGNED FOR 1980, YESTERDAY OR TOMORROW?Who are the people, the Congregation is seeking to serve in mission today? The chances are that they will be different from 40, 20 or even 10 years ago. There is no reason to expect that what worked in the past will work today– the generational and cultural differences in most communities between today and yesteryear are just too enormous.WHAT ARE THE REAL ISSUES HERE AND WHAT IS IRRELEVANT?In the course of a consultation you will come across a host of complaints, hopes, suggestions, gripes, reflections, statistical data, and impressions. The team must discern what input forms the basis of a tentative diagnosis and possible recommendations.WHY IS THIS INFORMATION DIFFERENT?When someone gives information or makes a descriptive comment that is inconsistent with all the other material that is available at that time, ask why? Your wording will vary depending on the circumstances, but the purpose of the question is to discover how this particular piece of information seems different. This question is also particularly helpful when the consultant discovers that this Congregation doesn’t fit the pattern of other Congregations in similar circumstances.WHAT IS THE PRESENT STORY OF THIS CONGREGATION?The previous 8 questions are to help consultants identify the present story in this Congregation. Unless you know what the reality is now, you can’t help the Congregation prepare for its future. Therefore, in the light of questions 1-8, question 9 calls the consultant to focus on describing contemporary reality. Does current reality evoke a sense of optimism or despair? The consultant has to decide which data is the most relevant in describing the present story.HOW ARE DECISIONS MADE?The need for this question surfaces repeatedly before and during a consultation. Soon after arrival, try and determine how decisions are made. Is it tradition-driven? Does real estate play an unusually influential role? Do the UCA Regulations carry most weight? Are there one or more lay people who are key power-brokers? Is the current minister the most significant force, or perhaps even the memory/vision of a previous minister or prominent lay person?WHO WILL FOLLOW THROUGH WITH THE RELEVANT PLANNING/IMPLEMENTATION?During the consultation seek to discover who are the potential supporters and who will carry the responsibility of implementing the suggestions and recommendations that have been agreed to by the Congregation. Ideally, the number one should be the minister, followed by the members of Church Council. The issue of supporters is so important that the consultant may be wise to make his/her recommendations less ‘ideal’ in order to gain the level of support that will encourage the Congregation to implement some measure of change.WHAT IS THE CENTRAL ISSUE?For most Congregations on a plateau numerically or are declining, the central issue is usually the absence of a clear mission and ministry focus. They tend to lack a sense of unique or distinctive role or quality that distinguishes them from other churches in the community. “We try to serve everyone” is their motto. Clearly, no Congregation can do that. This lack of clarity, regarding the role and focus, makes it hard to prioritise scarce resources.WHAT IS RECOMMENDED?If you are really going to make a difference as a consultant it is best to limit your recommendations to ideally no more than 2 to 4, and definitely no more than 7. Too many recommendations run the risk of overloading the system and jeopardising the key recommendations. Some recommendations may need to be floated with the minister or church council before being presented to the Congregation.[From ‘The Interventionist’ (Abingdon, 1997) by Lyle Schaller, identifying 12 basic questions asked before and during a parish consultation. With acknowledgment to Illawarra Presbytery ‘Consultation Process & Procedures’]ActionWhat did we hear? Review the information gathered to date Pray for the Congregation.Pray for Wisdom for the team.A discussion of key questions by the Team:What do we know?Mission Plan- Financial – Property- Website- Church roll- Worship- Church Council- SummaryWhat do we not know?E.g. Pastoral Care systemWhat questions are facing the congregation in their life and mission together?What is a helpful theological reflection/theme?The team develops and documents what has been heard and what can be reported back. REPORT stage if more engagement isn’t needed. REPORT.IF ENGAGE FURTHER, NEGOTIATE AND PLAN PROMPTLY. Do they need to do some mission planning? Is feedback needed next before report stage or Report?REPORT WRITING Team divide up sections to write the report and team leader will coordinate. Arrange to present Archdeacon Michael Pennington drew the following characteristics from: the Australian version of the National Church Life Survey; Alan Klaas “Reaching the Unchurched” and unpublished work by Bill Easum.ScoreTotalAn Outward FocusExtending Mission beyond current membershipCommitment to evangelismSensitized to communityDrawn to the unchurchedTotalHigh Levels of InvolvementDefine membership by ministryUse member’s gifts in new ministriesSmall group participation for ministry and nurture.TotalA strong sense of communityA Sense of DirectionMembers share a clear sense of direction and purpose.Visioning a futureLeadership has a strong sense of vision for the growth of the congregation to which members are committed.TotalEffective LeadershipLeadership inspiring and effectiveSee members as partners in mission and ministryDevolve responsibility.Supportive of membersTraining ministers rather than doing ministryBuilds corporate vision and holds it before congregationTotalA Lively FaithGrowing in faithCommitment to Christ and passion for the GospelPursuing constant personal growthBuilding faith on experience of God with Christ.TotalAge ProfileAppropriate ministries for each generation.Retention of young adultsMinistry with growth.TotalPeople not OrganizationMet people’s needs, not needs of the anize around Mission not structureTotalTradition and ChangeValue identity and tradition but not at the expense of effective mission.Willing to adapt to new circumstances and cultural contexts.Seek local contextual answers.Managing change by changing selfEffective agents of changeTotalWorshipExperientialCulturally sensitiveTotalGRAND TOTALSee Resources on Healthy Congregations (Many of the resources listed below on Healthy Congregations have been developed by Uniting Mission and Education (UME). The Mission enablement team may be able to provide further advice and assistance to Consultation Teams and Presbyteries in the Engage stage of Consultations. For more information visit )(Resource) Guide to running a congregational workshop and mission planning session (PowerPoint)(Resource) Asset Mapping Process (Resource)Thinking Grid(Information) Eight Essential Qualities of Healthy Congregations(Worksheet) 10 Vital Signs of Church (Information) Expanding Capacity for Ministry (Resource) Conducting a Mission Study (Book) Holy Conversations: Strategic Planning as Spiritual Practice for Congregations; Gil Rendle, Alice Mann; 2003; (Rowman and Littlefield Publishers.)Section HeadingWhat to include1.The Consultation ProcessInclude the names of team members, meetings and activities attended and interviews held.2.Background (A summary)HistoryLeadership StructureWorship ServicesStaffProperty AssetsVital Ministries3.Attendance and Membership StatisticsInclude changes that have taken place over the last five years4.Activities of the ChurchA summary. One or more of these may be elaborated on later in the report.5.Mission A summary of the Congregation’s Mission Plan and discussion of its impact and effectiveness6.Property UsageInclude an assessment of whether the property is suitable for the missional and worship activities of the congregation. 7.Worship ernance, Safety and Financial ViabilityDescription of the Governance model/ practices used, and a summary of any documentation the congregation holds on this as well and assessment of adequacyA summary of the congregation’s financial position and an assessment of trends over timeSafety of staff, congregation members, community users and property generally9.Areas to be affirmed10.Faith for the FutureCommitmentVitalityPropertySpiritual Growth11.Areas for ConsiderationNoting the most critical findings – this section will link to recommendations. Where recommendations are serious or possibly contentious it will be important to provide adequate information here to support the recommendations. 12.RecommendationsInclude Consultation Committee follow-up dateEnsure that areas outlined in the Terms of Reference have been addressed in the report and recommendationsAppendix ADemographic Informatione.g. NCLS…..Appendix BCongregational Survey Results If a survey was undertaken during the consultationGuidelines for Report Writing To present to PRC/Consultation Committee a record of processes carried out, observations made, and recommendations of the Consultation Team, so that PRC can reach its own resolutions.To present to the Congregation (Church Council, Member and Minister/s) as a record of processes carried out, observations made, and resolutions of PRC (following recommendations suggested by the Consultation Team), in order that its members and leadership might learn from it and implement change where necessary.To present to Presbytery staff and/or committees, so that assistance can be given in the resourcing of actions taken as a result of recommendations.The report should contain an analysis of the spiritual health of the Congregation and the effectiveness of the Congregation in mission in its community. The report should make recommendations that will assist in facilitating further spiritual growth and effective mission. Suggestions for Writing the Report: Record observations in a general introduction.Be affirming of good things.Use positive language in recommendations but speak the truth in love.Include a date for Consultation Committee follow up of progress on implementation of recommendations. (Build in some accountability)Include results of the Questionnaire survey of the Congregation. (If done) Include any information about the community that the Congregation is serving that might be useful in identifying the appropriateness of the mission goals and activities of the Congregation. You may wish to include some photographs.Include any statistical trends that may be helpful.Include examples from the life of the Congregation and quotations from the survey.Some questions that may be helpful in preparing your report: Where are they doing well? How can they improve? What are some tools they can use? What knowledge do they have of the wider community in which they are placed?The Verbal Report to the Congregation.Some suggestions;Summarise the main points of Areas to be Affirmed, Areas for Consideration and Recommendations.Support your oral presentation with a visual presentation if possible (Power Point) Be supportive but truthful and respectfulAllow time for questions.Indicate follow up mechanisms and timing on how recommendations could be acted on with Church Council. ENACT Stage- TemplateFollowing the Consultation and after the Reporting stage, once recommendations have been made and accepted, this template can be used for timed follow up and implementation of recommendations by Church Council, Presbytery committees or the team who may have planned to return to the congregation at a particular timeframe. These should be noted at the end of the consultation and forwarded to Church council and Presbytery for action.Recommendations to be followed up (for example)Team return in 6 months’ time to assess progress on …………………………Presbytery PRC seeks new Mission Plan to be completed before a JNC representative is appointed and new profile developed.Standing committee review congregation finances in 6 months to establish financial allocation of funds for maintenance……. ................
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