First Time Appointees Handbook

First Time Appointee Resources Holston Annual Conference The United Methodist Church

This compilation is presented to help identify the many roles and responsibilities of pastoral work. It is phrased for those absolutely new to the pastorate who are making the transition from the pew to the pulpit. Hopefully, this will be helpful orientation for all those who are in pastoral appointments in Holston Conference.

August 2018

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TABLE OF CONTENTS An Overview of the Roles and Responsibilities.................. 2 Of a Pastor Preaching ......................................................................... 2 Worship .......................................................................... 3 Pastoral Care ................................................................... 4 Administration................................................................. 4 Connectional Knowledge ................................................ 6 Taxes .............................................................................. 7 Personal .......................................................................... 7 Organizing for Basic Operational Ministry ......................... 8 The Right Start .................................................................. 13 Best Practices for Beginning Ministry .......................... 14 in a New Setting Key Challenges in Pastoral Transitions ........................ 17 Best Practices for Concluding Ministry ........................ 19 in One Setting

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AN OVERVIEW OF THE ROLES AND RESPONSIBILITIES OF A PASTOR PREACHING In many churches folks may just call you Preacher. You will be expected to provide the Word in an interesting and understandable manner. Below are suggestions to help do that: PLAN AHEAD. Use the lectionary readings on the Conference Calendar to pick Scripture readings from which to preach if you don’t have a clear notion of what to do next.

Keep notes on good stories or ideas for sermons. Sermons fill out better if you have thought about them for a while. You can Google “Lectionary” and get the UMC listing from Discipleship Ministries (https://www.umcdiscipleship.org/worship/ lectionary-calendar) along with some bits and pieces of study and preaching suggestions.

PREPARE AND PRACTICE. Know your congregation.

Know your material. There are many ways to preach.

Different styles fit different people, congregations and messages.

MEET THE NEEDS AND EXPECTATIONS. Use the Bible. Show your understanding of the text. Apply it to life.

Know that there are different age groups listening.

KNOW RESOURCES: There are Bible commentaries, preaching books, sermon suggestions on UMC.org website (https://www.umcdiscipleship.org/worship/preaching), clergy small groups, and many more. A Clergy Mentor may be helpful in letting you know available resources for preaching.

Don’t be surprised with yourself if, after a bit, you wonder what to preach on. Just be prepared to do some prayer and work. Many pastors affirm that visitation gives them plenty of resource materials and topics.

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WORSHIP Plan your services. Even the simplest services have order.

Select hymns that fit the message and Scripture. Make sure others know their role and any information they need beforehand. Some services will need to be planned with others. Don’t skimp on Worship. Be prepared and make sure it goes smoothly. Orders of Worship usually have variations of these elements: Gathering, Invocation, Hymns/ singing, Prayer, Scripture, Message, Offering, Invitation to Faith, and Benediction. Sometimes you hear the elements of Worship described as Praise, Prayer, Proclamation and Response. Resources for models are in the United Methodist Hymnal and Book of Worship. Other hymnals also have samples.

Arrange for the Sacraments of Baptism and Holy Communion to be provided. Each church has experience and tradition in who does things in preparation and how things are done. Ask. Funerals need planning. Meet with the family. Talk with the funeral director. Check with the DS or with a mentor if you are uncertain about procedures. Different areas have different traditions and ways of doing things. Attune yourself.

The church may have guidelines on weddings. Each of the states in which our conference lies have requirements on weddings. Check with your DS or mentor soon in your appointment.

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PASTORAL CARE AND VISITATION The role of pastor calls for you to know your congregation and the people of your parish area. That is done by being present. It is done by visitation to know homes and needs.

Visits don’t have to be long but, if it is a Pastoral visit, ask some questions about how things are going in their lives and spirits. Have a prayer for their needs and bless them.

Hospital visits and grief calls need to be timely. Hospitals do not inform you of a patient’s presence. When you ask for room number, you have to know the correct name (HIPPA).

ADMINISTRATION You’ll be expected to be up on the activities and business of the church. Talk with your leaders before meetings to know what is coming up. Reports will be coming for Charge Conference and the End of the Year. As pastor, you will be chair of the Lay Leadership Committee which does the nominations. Know who does what in the church (officially and unofficially). 

Charge Conference forms are fairly self-explanatory.

They do require some reporting from different groups. Go through your packet. Gather the information in a timely manner. Most DS’s will ask for the written paper work a week or more ahead of the Charge Conference to examine and discuss.

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The Lay Leadership Committee makes nominations. The Pastor is the chair. Conduct the meeting. There are many things to consider. Be prayerful. Be practical. Follow up with a personal contact with each one nominated. You don’t have to make the contact. It can be delegated to your committee members, but make sure you have acknowledgement from the nominees before you publish the nominations. Additional nominations are always possible from the floor during the Charge Conference.

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Year end reports are mostly numbers. Check on the record keeping of attendance and giving early and make sure it is being done so that it is on hand when you need it. A calendar for the usher to write the attendance is handy. UMW’s, UMM and UMYF’s report on money and attendance. Make sure they are keeping notes. A simple question to various leaders should do it. Be ready to request the reports for your year end reporting. You might keep notes on a calendar related to all events.

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Bulletins, Worship order shared with other participants, church calendar and program planning (special events, etc.) are all part of your responsibilities. They have been handled in different ways in different churches. Find out how they are handled where you are serving. Whether you are directly involved in all of it or not, you need to check to make sure it is happening.

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You may be called on to conduct some meetings. Check on Roberts Rules of Order if your group tends to be formal. Use basic outlines and agendas to be efficient. Be prepared to instruct new leaders on how to conduct a meeting. Online helps are easily available.

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Enlisting volunteers is important. It takes a personal contact. (Announcements aren’t very productive).

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Be aware of finances of the church. Make sure all areas of the churches finances are open. If not, discuss with your District Superintendent.

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Safe Sanctuaries is a set policy in our churches. Read your church’s. Follow it.

6 CONNECTIONAL KNOWLEDGE There are many times you will be expected to be the gobetween or the information source for the opportunities for ministry which are outside your church. Be aware of the Cluster, District and Conference events which are shared in the various communications which come to you. Here are a few which can greatly affect your congregation: Resurrection, Youth Assembly, School of Christian Missions, Hands on Mission Project, District UMW Days Apart, Evangelism Conference, District Revival, District Conference, District Leadership Training Day, Camp (District and Conference) UMM Day with the Bishop.

Be aware that scholarships to camp are available.

Occasionally, some grants may be awarded for program or building, but they are very specific and not that widely available. Conference staff ARE available to you and your church. Youth, Children, Older Adult and similar resources are just a call away.

The Conference Office has helps: (toll free 866-690-4080).

For general helps to treasurers and dealing with health care and pension questions, you can contact the Conference Office and ask for Val Gallant or Ken Luton. For Children’s Ministry and Older Adult Ministry, contact Susan Groseclose, Assoc, Director of Connectional Ministries for Discipleship.

Cokesbury representatives are also available for your leaders. There is one in the northern area and one for the southern half of the conference. Your DS or District Administrative Assistant should have the contacts.

Be very alert to things going on in your district and in the conference.

7 TAXES As a clergy person (and you are a clergy person IF you have the License to Preach or have been Commissioned or Ordained), when serving the United Methodist Church, you are Self-Employed for tax reporting purposes. You will pay Social Security on your salary AND the fair market value of housing if you have it (or a Cash Housing Allowance). {There is a way to opt out of the Social Security IF you have an issue of conscience related to your income as a pastor.} You will be expected to pay the quarterly estimated tax. You will also have the Minister’s Housing Allowance which makes nontaxable any expense you have related to housing (utilities, repairs, etc.) The Salary Support Worksheet is important in helping your tax situation. Be ready to address any questions with your DS. PERSONAL As a pastor you become the representative of Christ and the Church. Your personal conduct and relationships will be examined and noted. Be aware of boundaries and roles in such a way that you do not cause yourself or the Church any embarrassment.

Provide for your own and your family’s spiritual care and growth. Maintain a schedule that includes rest and family time. It will be necessary in order to persevere in ministry.

If you have personal issues which require counseling (or you wonder if it does) or if there is a need in your family the Holston Center for Wellbeing is available to you. Contact the office of Kathy Heustess (865-692-2390) Lesser issues or questions of protocol may be addressed with your DS or your mentor.

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ORGANIZING FOR BASIC OPERATIONAL MINISTRY: Keep one calendar------ hard copy with everything on it, each church’s program and events , committee meetings, and your personal schedules. Keep it in a visible place that you check early every day. (Other calendar or electronic things with reminders are ok, but make sure ALL items are on the main one.) Include daily, weekly, monthly and seasonal items on it.

Have a daily schedule with a known place and time that you can be reached. Especially, have a starting time with a quiet time. In that quiet time check your calendar, block out your day and pray for the people and events that will be encountered in it.

Have a weekly schedule. Include the steps needed to be ready for Sunday such as Bulletin, worship preparations, sermon work. Make sure your schedule meets the timelines of others who are depending on your input. Include basics of pastoral expectations like: shut-in visitation, general canvas visits of members, phoning times to check on folk. Also, write in special times with family.

Have a monthly schedule.

Have a seasonal schedule to be ready for the “special” events of your charge.

Maintain a daily list of contacts ….phone, visits, etc. Also, log the general work you are doing. A basic form that works well would be a Day Runner with morning, afternoon, and evening sections. Include names, but don’t note topics. Keep separate from Calendar. (Use in giving reports to PPR and in becoming aware of demands on your time and your habits.

You don’t need to share anything which may have issues of confidentiality.) It is easiest to keep it at the end of each segment of day. Travel and expenses can be kept in it, too.

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Suggestions for a Circuit: Use a portion of the week solely for each church. Be in each church with car out front.

Make a visit or call several folk. Schedule major pastor led studies or events for the circuit rather than for individual churches and make sure they aren’t always at the same one. Be aware that not all circuits see themselves as a unit. If they don’t, you may want to start a slow process of leading them into seeing one another as partners and resources in ministry rather than in competition for your time.

Suggestion for a Station Church: Have some visible office time, but don’t make it all day.

General: (Use these bits and pieces as you need.) 

Cards or calls at important times for church members are appreciated. (Anniversaries of events are important…keep notes …put on your calendar at first of the year so you don’t forget.)

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(This is included because “busy” is often a perception just as “lazy” is !) Look like you are doing something because you ARE! Visiting, hanging around, chatting in the grocery store or post office... Name drop and comment on what you are doing or have been doing when chatting with folk.

HOWEVER, BY NO MEANS INDICATE ANYTHING ABOUT SOMETHING CONFIDENTIAL….DON”T INDICATE THAT YOU ARE EVEN AWARE IF A THIRD PARTY INQUIRES…INSTEAD; ASK THAT PERSON WHAT THEY KNOW THAT YOU SHOULD KNOW AS THE PASTOR.

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When making hospital visits or pre-surgery visits be brief, be careful in listening for concerns and ask to have prayer.

After surgery, check back. Be sensitive to life and death circumstances. Utilize the hand cleaner between hospital rooms. (no need to pass infections!)

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Identify the informal leadership of the church….. take them into account in your plans. Listen in discussions to see who is listened to or who is asked for their opinions.

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Get time with your leaders…. Coffee, visit, retreats, work project days …(out of that you can begin to verbalize the dreams and vision of the church.)

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Use the times that you have to accomplish what needs to be accomplished! ( i.e. If there is no Bible Study opportunity, include basic Bible Study with your Scripture Reading and Sermon in Worship or Prayer Meetings. If there aren’t prayer meetings, start business meetings with prayers for the needs of the people and community. If there isn’t a Children’s Sunday school, make sure that worship has some special time for them and maybe a Children’s Bulletin with activities for them. Repeat the positives of the Church’s vision and work before the whole gathering….make sure every group’s importance is shared and let all share in the celebrations of each portion of the church.)

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Learn the “real” history of your congregations; if there are old hurts or sore spots you need to know. If they are severe, you may want to speak with your DS and perhaps someone who has had the Interim Ministry Training or possibly CWART (Congregational Wellness and Response Team).

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Be at community and church events… even if it is drop in time only. Your presence is noted.

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Meet regularly with your PPR committee. Discipline calls for quarterly meetings at least. If they don’t really want to meet regularly, you make the opportunity to chat with the chair on what you are doing, upcoming ministry plans, general plans and personal schedule. Make sure folks know your when’s and where’s.

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Be careful with social media. It can be a great tool, but it can also be a means of putting your foot in your mouth and online there is no way to get it out.

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Feel free to occasionally chat with your DS. Say what you are doing. How you like it. What you hope to do and the plans you have to make it happen. Preferably, use the No Brag, Just Fact model. Also, make sure the DS knows of significant issues in your church or in your family. The DS may have the resource or contact you need for whatever is going on, or perhaps the DS can refer you to another ministry trying to do the same things.

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Try online for questions. The website eHow.com answers all kind of things. Google “How do you conduct a meeting?” or “How do you enlist volunteers?” and some very good materials pop up.

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USE THE CONFERENCE JOURNAL!!! There are committees and staff which will help YOU and your Congregation. Missions, Stewardship, Church Finance crises, Youth, Children, Older Adult, Women, Men, Evangelism, you name it. Look up the relevant name…. give a call or an email. Help, ideas and understanding are nearby. The same goes for your District.

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The Art of Pastoral Conversation, besides being the title of an old book, is a goal to work on. Beyond the” how are you’s” and the “what do you think of the ball team or weather?”, you can change the contact to something more by moving to deeper things in any conversation. You can encourage. You can inquire. You can support. You can make the presence of Jesus and the Holy Spirit known.

Just be aware that many people nowadays would rather have a few minutes of close and personal attention to their lives from a simple “casual” conversation than to have an office or home visit.

Don’t presume that you have any real authority until you have proven yourself trustworthy to your congregation.

This is delicate to say and to work on. There may well be

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12 clear cut points to make a decision or choice in your role as pastor, but just making a choice based on your position and title won’t ensure its acceptance or popularity. Utilize the whole of the church’s leadership as best you can. 

Be careful with “touch” and be sensitive to boundaries.

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Best Practices for Beginning Ministry in a New Setting

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Key Challenges in Pastoral Transitions

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Best Practices for Concluding Ministry in One Setting

St. Paul

School of Theology

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Best Practices for Beginning Ministry in a New Ministry Setting 1. Learn about the new church and community. (18% of responses) 

Take 6-18 months to get to know the people and community

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Demonstrate a willingness to learn the history of the congregation

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Develop your skill in "reading" the congregation.

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Learn the mission and vision of the congregation.

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Consider using data gathering methods to understand the church and community.

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Do careful assessment of strengths, weaknesses, challenges, and opportunities

2. Spend time with people and build relationships. (18%) 

Visit

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Meet with the Staff Parish Relations Committee early and regularly

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Pay particular attention to pastoral care and preaching

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Make building relationships your highest priority

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Meet community leaders, be visible in the community, and meet clergy colleagues

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Visit members with key leadership roles

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Visit people who have pastoral needs

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Develop a strategy to get to know the people, communicate that plan, and stay with it.

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Ask everyone you visit to suggest others with whom you should be talking.

3. Don't change things at first, especially worship. (16%) 4. Listen and observe with an open mind to discover strengths and needs. (11%) 5. Build trust. (10%) 

Express joy in being there

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Be authentic, honest, and genuine

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Let people get to know you and allow the congregation time to learn to trust you

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Focus on the congregation and their future, not your agenda

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Earn the right to change things before initiating changes

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If you write a letter of introduction to the church, have several others read it to make sure you are not communicating unintended signals

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6. Honor your predecessor’s ministry. (10%)

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Do not criticize the former pastor, even if criticism is warranted.

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Honor the progress and achievements accomplished before you arrived.

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Let people know it is OK to grieve the loss of their former pastor.

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Honor traditions long enough to understand the positive motivation behind them.

7. Don’t talk about your previous parish. (7%) 8. Don’t complain, criticize, or make excessive demands.

(6%)

9. Be patient. (4%)

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Key Challenges in Pastoral Transitions The Personal Challenge Dealing with Emotion and Family Issues (32% of responses) Family adjustment, spouse employment, and issues related to children are paramount. There is a need to find appropriate ways for the pastor, family, and congregation to express their feelings, including the grief that inevitably is present. This includes a letting go of important relationships. For some, it also includes letting go of past hurts. Just as these emotional strains are so real, there are the pressures of adjusting to a new community, congregation, schools, doctors, and people.

Adequate rest, spiritual renewal, and support can prove essential.

The Professional Challenge Enabling a Smooth and Positive Transition (31%) The pastor leaving will set the tone for how the new pastor is received. Differences of personality or theology by the new pastor should not interfere with the manner in which the departing pastor helps prepare the way for the new pastor.

The same is true for dealing with one's predecessor at the new congregation. Congregations, specifically the Staff Parish Relations Committee, can help to prepare for a new pastor. A pastor's feeling of grief in leaving or loneliness in the new setting should not cloud dealings with successor and predecessor. Everything possible should be done to pave the way for a successful transition in the church being left and for the continuation of ongoing ministries in the new congregation.

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The Leadership Challenge Understanding a New Church and Community (19%) Things taken for granted after years of interaction in one church and community must now be relearned in a new setting. Learning to "read'' the history, traditions, and culture of a new context is the primary challenge in the first year or so in a new church. This also gives the new congregation a chance to learn the new pastor. In both cases, imperfections will be spotted quickly; discovering each other's strengths will take much longer. Your "job" as pastor may be similar from church to church, but the leadership assignment in a new congregation, in all likelihood, will be very different , given the new circumstances. Merely doing what one has always done is normally inadequate when any leader changes from one context to another.

The Local Church Challenge Closure and Saying Goodbye (15%)

Saying goodbye to the pastor leaving and hello to the new pastor should not be left to chance. This is a time of major transition in the lives of many people. As such, it needs to be handled with care, sensitivity, and sufficient spiritual depth and ritual. Lack of proper closure can hamper ministry for a long time. A pastor’s ability to express genuine love for a congregation and, at the same time, make clear the new relationship of former pastor will do a great service to self and congregation. A congregation’s ability to express profound appreciation for the years of service by a pastor and, at the same time, release that pastor for new ministry and welcome their new pastor with open arms will make effective ministry more likely for all involved.

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Best Practices for Concluding Ministry in One Setting 1. Maintain good successor relations (20% of responses) 

Prepare the way for the successor with the congregation

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Prepare the way for the congregation with the successor

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Spend quality time with your successor with an agreed upon agenda

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Talk about your successor only in positive terms

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Do not make comparison between yourself and your successor

2. Share ownership and responsibility for the move (18%) 

Affirm (or at least acknowledge itinerancy) and your ownership of the process

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Do not blame others for the move

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Do not use closure to get back at others

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Be gracious to everyone

3. Provide good records and administrative wrap-up (18%) 

Prepare essential lists for your successor and make sure important files are up to date

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Never leave any unpaid personal bills

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Make sure church bills are paid through the month you leave

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Make sure apportionments are paid through the month you leave

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Do not take church records with you

4. Adequate goodbyes, grief, and closure rituals (15%) 

Provide adequate rituals for the going and coming

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Find appropriate ways to say goodbye and grieve with congregation and family

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Grant and ask for forgiveness

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Tell the people you love them

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Have personal visits and write personal notes where appropriate

5. Clarify your new relationship with the church (13%) 

Clarify in spoken and written communication your new relationship with the people

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Do not promise to come back

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Take time to teach the congregation about closure and boundaries

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Affirm love and friendship while releasing persons from pastoral relationships

(9%)

21 6. Leave the parsonage and office clean and in order.

7. Keep working. (7%) 

Continue vital ministry and avoid emotional withdrawal

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Settle as many hanging difficulties as possible

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Do not initiate major new programs in the closing months

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Handle hanging staffing difficulties rather than pass them on

Wesley Leadership Institute Holston Conference of the United Methodist Church P. O. Box 850 Alcoa, TN 37701-0850 wesleyinstitute@holston.org