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Clergy Health Initiative Request for Proposal: Video Filming/Development Spirited Life: PPRC A Training Resource for Pastor-Parish Relations Committees Requested: June 17, 2011 Proposals Due: Friday, July 1, 2011

Proposals may be submitted to: Kate Rugani Communications Director Clergy Health Initiative Duke Divinity School 919.613.5345

Project Overview The Clergy Health Initiative at Duke Divinity School seeks a firm with experience in creating learning materials to film and produce the video component of six-part video/workbook-based training resource, viewable via DVD, and a 5-minute informational video to be used for marketing the program. The format for the videos will be varied shots of a presenter, interspersed with imagery, bulleted text, etc. We intend to work with designer Laura Hughes (Laura Hughes Design), who has developed all of the Clergy Health Initiative’s print materials to date, to create the accompanying print pieces – a workbook, leader’s guide, and related marketing materials.

About the Clergy Health Initiative The Clergy Health Initiative is a $12 million, seven-year program intended to improve the health and well-being of United Methodist clergy across North Carolina. Our definition of health is wholeness of body, mind, and spirit. We seek to develop a resilient, well-informed cadre of United Methodist pastors as skilled in the care of themselves and their families as they are in the care of their congregations. Our work is based on a systematic study of the health of clergy, conducted via focus groups, surveys, and health screenings. Our 2008 survey of pastors garnered a 95 percent response rate, enabling us to confidently establish a baseline measure of clergy health, which is markedly worse than a comparable sample of the North Carolina population. We repeated this survey in 2010, eliciting an 87 percent response. Drawing on our 2008 findings, we conducted a 12-month pilot intervention and now are engaged in a multi-year wellness program/health study called Spirited Life. Through it, 1,120 clergy and staff members within the two United Methodist conferences in North Carolina are receiving (or will receive) two years of wellness programming designed to help them address issues of stress and obesity, all offered through the lens of Wesleyan spirituality. We will measure the effects of these interventions through periodic surveys and health screenings over the next five years.

About Pastor-Parish Relations Committees (PPRCs) The Spirited Life intervention is focused primarily on the health of the individual pastor. However, our research has shown that pastors work within a complex web of relationships – peer, family, congregation, and denomination among them – with sometimes conflicting demands that have repercussions for pastors’ vocation and health. In that web, the influence of congregations and the denominational polity is so strong that pastors’ efforts to be healthy are likely to be enhanced – or thwarted – by the institutions in which they serve. Therefore, it is important that we also intervene at the congregational and/or institutional level. We have determined that the easiest point of entry is the Pastor-Parish Relations Committees (also referred to as StaffParish Relations Committees in churches served by more than one pastor). PPRCs are present in every United Methodist congregation and comprised by a diverse and rotating group of 5-9 members of the congregation. In principle, their role is to provide support to the pastor and function as a point of connection between the pastor and the congregation. In practice, PPRCs take on a human resources function, and because of committee members’ limited training, the relationship between the committee and the pastor can be stressful. Visit this website for a more thorough overview of PPRCs.


Training Resource Objectives and Goals The “who, what, and when” that structure the PPRC’s activities is defined in several training materials developed by the United Methodist conferences. By contrast, this learning resource, like the Clergy Health Initiative’s overall Spirited Life program, will be couched in spirituality, and is designed to remind committee members that their service is a ministry of the church and a means of supporting the pastor in forming disciples of Christ. •

Provide a forum for PPRCs to explore the purpose of their ministry and the impact that it has on the church, such that by the end of the program each committee can collectively create a covenant to guide its work, drawing on the principles the group has learned. New members joining the committee in subsequent years would participate in this program as a small group before joining the overall committee in writing that year’s covenant. The materials should seem relevant regardless of the congregation’s size or level of sophistication.

Support the Clergy Health Initiative in its mission and strategic goals, with particular emphasis on conveying to congregations the importance of supporting clergy in maintaining their health.

Audience Laity comprising PPRCs in the more than 1,900 United Methodist congregations across North Carolina. These individuals reflect a variety of age demographics and vocational backgrounds, and the churches are located in both rural and urban settings. The pastor of the church is a member of the committee. PPRCs meet at least quarterly and have a 3-year rotating membership.

Design and Technical Requirements •

The design of the video segments should complement and take visual cues from the Spirited Life informational booklet (pdf) and website and work in conjunction with the printed materials that will be designed for this project.

The videos should be shot in HD, using a 16:9 ratio. While the intended medium is DVD, it is possible that we may wish to make the program available via the web in the future, and should be created in a way that will enable easy conversion. We would like the audio to be recorded in stereo.

The videos should have a pace that is smooth, warm and engaging and a style that’s educational/informational. We would expect to use a tripod/dolly for most shots. We want the end product to have a “film look”, with no jagged edges or interlacing visible.

We want to incorporate a range of shots, using a variety of focal lengths. Most shots of the presenter will use a short depth of field. We like the softness of the interviews used in this Pastoral Excellence video (bottom of webpage).

Lighting: We plan to film these segments at least in part in Duke Chapel and Goodson Chapel on the Duke University campus. Goodson, in particular, has a significant banks of windows. Therefore, we will need attention paid to achieving diffused lighting given these varied conditions.


Project Details / Deliverables Core Program (DVD) Format The learning resource is designed to span six sessions, each an hour long. The discussion leader will lead the group in watching the video portion of that session (a chapter of the DVD, lasting approximately 8 minutes), and then facilitate a discussion in the remaining time, using the workbook as a guide. Many PPRC members will have participated in a well-known bible study program (Disciple) following the same DVD/workbook model, so the format will be familiar. •

We would like to use 2-3 individuals as primary presenters for these sessions (chapters) – one per session and may ask the firm to suggest actors for this purpose. The on-camera presenter will deliver a scripted presentation; we are developing these. We would like to use a teleprompter for each session.

When edited, we would like the scripted portions to be interlaced with additional imagery: additional video, Bible verses, verses of hymns, photographs, bulleted text. We welcome the firm’s suggestions on how best to create these interspersed visual elements.

We would like to audio record several hymns, sung a capella; we will engage an individual for this purpose.

The resulting DVD will need to be built with an introduction and menu screen/chapters so that committees can select the appropriate session to view.

AMENDMENT (Sent to bidding vendors on June 27, 2011)

Our team has been discussing the format for the video portion of the PPRC project, and we’re agreed that we’d like to add interviews with pastors and/or PPRC members to the video segments described in the RFP we provided to you. This, we believe, will add interest to the end product, will help churches have a sense of ownership in the project, and will have the added bonus of giving us the opportunity to shoot b-roll (and perhaps still photos) in various churches. Our hope is to keep the segments approximately the same length (~8 min) by reducing the narrated component proportionately. I will be putting a call out to the clergy participating in our Spirited Life program asking if they’d like to be interviewed. The last time we did so, there was no shortage of interest. I don’t yet know the locations we’d visit (could be churches anywhere within NC), but I ask that you please budget for up to 6 locations, i.e., one per video segment, though likely we’ll pick fewer, and if possible, ones closer to home. We’ve also decided to go with a single narrator (the person who’s writing the scripts), as he has the necessary street cred with this audience. So: no need to hire actors.


Chapters Chapter 1: Baptism Encourages committee members to understand their work on the PPRC as being a ministry in response to the sacrament of baptism, rather than as personnel management or conduit for complaints. The discussion will lead participants to consider what they are baptized into: Discipleship. Chapter 2: Discipleship Encourages committee members to understand their own baptism as a call to discipleship, not just as membership in the local church. The conversation will lead participants to consider that discipleship is lived out in Mission, and that one of the ministries of the PPRC is to partner in mission with the pastor. Chapter 3: Mission Encourages committee members to understand their work as a partnership with the pastor toward fulfilling the larger mission of the United Methodist Church: To Make Disciples of Jesus Christ. The discussion will lead participants to consider how they do this in a forthright way…by acknowledging their congregation’s Sacred Bundle. Chapter 4: Sacred Bundle Encourages committee members to become aware of congregational memories, traditions, taboos, symbols and artifacts that constitute local church culture, but may be hidden from a new pastor. The conversation will lead participants to consider how having an awareness of the congregation’s history and personalities should inform their ability to enable Conflict Resolution. Chapter 5: Conflict Resolution Encourages committee members to use their recalibrated understanding of the PPRC’s mission and identity to mediate complaints and foster discussion rather than make pronouncements. The conversation will lead participants to consider how the members of the PPRC can most effectively support the pastor through effective Stewardship. Chapter 6: Stewardship of the Pastor Encourages participants to understand the work of the PPRC in terms of stewardship, rather than management or control. Stewardship is grounded in faithful care for the gifts of God, the pastor among them. The discussion will lead participants to consider how their activities as a committee can support the pastor while promoting the development of the church. Concluding Activity Drawing on the content of these six sessions, participants will develop a covenant that will guide their collective work as a committee. Additional Materials •

5-minute informational video for PPRC recruitment This video would be shown during gatherings of church leaders, such as charge conferences, a PPRC meeting, etc. It would make a case for why a training program for PPRCs is needed, what’s required of participants, and what the benefits to the church would be. Format would be a presenter, interspersed with imagery from the other sessions, bulleted text, etc.


Deliverables The selected vendor will be responsible for filming, producing, formatting the DVDs and informational preview video. We will likely outsource reproduction to another firm; please quote if this is a service you can offer. The exact quantity of DVDs is to be determined, but will not exceed 1,900 and may be significantly less.

Ownership The Clergy Health Initiative will retain rights to the raw footage, final files, and any other materials created for this project.

Project Timeline and Milestones We would like to film and produce all video in mid- to late-summer, so that the entire package is complete no later than Sept 30. To meet that deadline, we anticipate selecting a vendor by July 8 and scheduling the project kickoff the week of July 11. Note that we will be working with Laura Hughes on the printed materials concurrently and would like to incorporate her into any design discussions. Please provide a detailed outline of your proposed timeline and milestones in your proposal. Proposal Due Date: Friday, July 1, 2011 Proposals may be submitted to: Kate Rugani Communications Director Clergy Health Initiative Duke Divinity School 919.613.5345


Pastor & Parish RFP  
Pastor & Parish RFP