SELECTING COMMITTEE LEADERSHIP
The Committee which guides the Transition Process is called the "Call Committee." The members may be elected by the congregation or appointed by the Congregation Council. Be sure to check your congregation's constitution. We recommend a committee size of 6 members representative of the areas of congregational life.

A critical relationship is that between call committee and the Congregation Council. In some congregations, constitutions require that the Congregation Council must recommend one candidate by a 2/3 vote of its membership. Strive for clear understanding!

It is helpful to select a chairperson for the Call Committee who is not the chief elected lay officer of the congregation (president or vice president, depending on your structure). That person will have ongoing responsibilities for congregational life. The Call Committee chair need not be a member of the Council.

The Characteristics desired in Call Committee members are as follows:

1. WORSHIP PARTICIPATION:
Familiarity with the worship life of a congregation is critical for a call committee member. The member should know how the congregation worships and what its expectations are relating to worship. More importantly, regular participation in worship speaks of a commitment to honor God, hear His word, and receive God’s gifts of mercy and grace.

2. A PERSON OF PRAYER:
The call committee will seek the guidance of the Holy Spirit through prayer as it goes about its work. The committee will invite and lead the congregation in praying that God’s will be accomplished in the call process. A person who prays will be able to entertain new thoughts and directions as the Spirit leads.

3. CAN REPRESENT THE WHOLE CONGREGATION:
The call committee should consist of persons who know the needs of the whole congregation, and while they might have a primary interest in one area, they are able to make judgments based on the greater good of the whole congregation. The goal is to make winners of the whole congregation with no one feeling that they were the loser.

4. ABLE TO SPEAK OUT:
People on the call committee need to be able to express their thoughts and feelings. They should not be domineering or authoritative persons. Rather, they should be people who have confidence in their thoughts and reflections, and be able to give them voice at the appropriate times.

5. ABLE TO LISTEN:
While they need the confidence to speak, they will also need the skill of being a good listener. They will need to listen to one another, and they will need to listen deeply and thoughtfully to a candidate being interviewed.

6. A PERSON OF CONVICTION WITH THE ABILITY TO REACH CONSENSUS:
The most effective members will be those who have clear convictions and are able to express them, while listening to the thoughts and convictions of other members. They will need to be people who are capable of working together towards consensus, trusting that the Holy Spirit is at work through them.

7. AVAILABLE:
The time commitment is normally around one year. During that time, there will be regular meetings early in the process and more frequent meetings during the interview time. Call committee members will need to be able to adjust their schedules so that they can attend ALL committee meetings, especially during the interviewing time. Only members present during the interview of all the candidates being considered should participate in the decision making discussion.

8. FEMALE, MALE, YOUTH REPRESENTATION:
The committee should include a balance of men and women. Some congregations/councils may choose to have a youth member (15-25 years of age). A youth member should be chosen because they have the above listed abilities and characteristics. It serves no purpose to have a youth member who is present in body, but does not feel qualified to participate in the deliberative process.

CONFIDENTIALITY & COMMUNICATION
To protect the ministries of candidates in the present positions, NO NAMES OF CANDIDATES SHOULD BE DISCUSSED OUTSIDE THE SELECTION COMMITTEE UNTIL THE TIME OF RECOMMENDING A CANDIDATE TO THE CONGREGATION. You are free to discuss qualities, of course.

Communicate, using posters, newsletter and bulletin announcements (see Exhibit 14), as well as personal conversations. Let people know that you are making progress at every opportunity. Do not be secretive about your sessions, but explain that interviews are not open sessions because of the need to keep confidentiality.

CONGREGATIONAL MISSION PROFILE
A vital time for planning is when a congregation prepares to call a new pastor. It would seem like a commonsense thing to do, for in the absence of a comprehensive plan for ministry, how can a call committee recommend with confidence and integrity a candidate for the congregation to call? Pastor are not merely chaplains to individual members; they are the primary interpreters of the congregation’s vision and mission. Perhaps this is why congregations often conclude they must wait until the new pastor is on board before they plan.

But in the absence of a congregational vision, what is the basis of selecting a new pastor? Congregations may poll the membership for its views on the qualities and strengths needed in the next pastor, but the outcome is predictable. Congregations want effective preaching and teaching, sensitive pastoral care, attention to children and youth, and a supportive influence in the congregation’s organizational life. But based on the congregation’s vision for the future and the ministries that are planned, what more specifically are the qualities and strengths needed?

If a call committee implicitly assumes a vision for the congregation that has to broad support within the group and selects the pastor accordingly, the seeds of trouble have been sown. It’s important for the congregation to have its vision and mission clarified in advance of a call.

The Congregational Mission Profile serves several purposes—it helps assess congregational needs and summarizes goals in ministry.

The Profile is also used by the Bishop and staff to best match available candidates with your unique situation. The Call Committee is encouraged to obtain information and input from a broad spectrum of the parish membership. In addition, neighboring congregations may be helpful. Your conference dean may be able to facilitate a process whereby you can invite others to share with the committee how they view the ministry and leadership needs of your parish. Once the Profile has been prepared by the Call Committee, it should be reviewed with the Congregation Council to ensure that the ministry goals are in concert with those determined by the parish.

Candidates also will receive a copy of the profile (plus other community information which may be supplied by the call committee) so they may answer and ask questions intelligently during the interview. The Assistant to the Bishop will review the profile with you.

SYNOD OFFICE RESOURCES
The Assistant to the Bishop will normally be the person meeting with the congregation during the transition. The Bishop's staff will assist in arranging for interim pastoral services. The interim pastor does not participate in the call process in any way and is not available as a candidate for the call in the parish being served. The Assistant to the Bishop will assist in determining pastoral care needs and compensation. The local Conference Dean will also be available as a resource and support.

After staff review, the Assistant to the Bishop will then present resumes/profiles of potential candidates. Normally up to three candidates may be presented for the committee's consideration. The committee will then determine an interview procedure. Please be sure to notify each candidate regarding the process being followed and the time frame. Names of candidates may also have been received from members of the congregation. The Bishop's office will assist in screening these (and other candidates), provide additional information, discuss availability, etc.

INTERVIEW & SELECTION
Suggested interview questions for both call committee and pastoral candidate are given in the Resources section of this manual. Please give yourselves time to prepare the interview questions and assign persons to cover certain questions. The exhibit questions are guidelines—frame them in your own words. Try to avoid asking hypothetical questions such as "If you were the pastor here, how would you ... ?" Management firms recommend designing behavior-based interviews. This is directly related to real-life concepts; skills, knowledge and abilities seen in previous parish experiences are likely to be repeated, and behavior-based interviewing brings these qualifications to light. Your Assistant to the Bishop will work with you on interview techniques. The interview often includes both formal question/answer time and informal visiting, perhaps over a meal. Be sure the candidate has an opportunity to ask questions, too, and to see the community, church building, etc. Remember that the interview is for the candidate's benefit as well as the committee's. The candidate(s) will need to learn as much as possible about the ministry of this parish, the community setting, etc.

Please be sure to give the Assistant to the Bishop the interview schedule. The evaluation session may be scheduled with the Assistant to the Bishop present.

Some congregation members feel it necessary to meet the person recommended by the call committee. An informal reception may be arranged for members to meet the recommended person. However, time and distance factors may preclude such an occasion. Try to bear in mind that the call committee has done the personal interviewing and the congregation is not expected to act as a committee of the whole and interview the candidate again. We do not recommend that candidates preach "trial" sermons. It is more appropriate for the committee to visit the candidate on his/her "home turf."

CANDIDATE QUALITIES
The Body of Christ, by its inclusiveness, is richly diverse. Naturally, ordained ministers and Associates in Ministry reflect such diversity. Variety is expressed in differing spiritual gifts and leadership styles, which affect appropriate "matching" of congregations and candidates. The leadership profiles and resumes of candidates and congregational profiles are tools used to better discern the guiding of the Holy Spirit. While we do not ignore "physical" characteristics where they would enhance ministry, we emphasize spiritual and leadership qualities, potential, and experience related to the needs of each situation. We are careful not to discriminate based on characteristics such as gender, age, ethnic background, physically challenged, or marital status. (See “The Affirmative Call” in the Resources Section for a more thorough discussion of these issues.)

CHOOSING THE CANDIDATE FOR RECOMMENDATION
In the midst of resumes, profiles, telephone calls and interviews, we may become so caught up in procedures we lose sight of the fact that this is God's call. This is a CALL process and so we emphasize it is not the hiring of a pastor to do things for us. Instead, we ask ourselves (committee and candidate) is the Holy Spirit calling this person and this parish together? The call committee is being used by the Spirit to discern the qualities which match or do not match this parish and this pastor. The decision will be made based on prayer and as much information as can reasonably be gathered. Committees must be sensitive about gathering additional information. Plain common sense and courtesy are the best guidelines. References listed may be personally contacted. If more information is desired, ask the candidate for someone to call regarding a specific area, i.e. youth ministry or educational ministry. If in doubt about how to proceed, consult your friendly Assistant to the Bishop.

NOTIFY CANDIDATES OF YOUR DECISIONS (See the Resources section for guidelines regarding a letter to candidates not recommended.) Let candidates know promptly when a decision will be considered. If a decision is to be delayed, let the candidate know promptly when a decision will be made.

Procedures for nominating one candidate to the congregation vary somewhat; you will need to determine the requirements in your congregational constitution and related documents.  Your synod staff representative can offer assistance. In the case of some congregations, for example, the Congregation Council must recommend a candidate by a ⅔ vote of its membership (not simply ⅔ of those present at a meeting). The ELCA Model Constitution for congregations states simply that a Call Committee shall seek the advice of the bishop of the Synod. Presumably, the Call Committee is authorized to present a candidate directly to the congregation. In any case, however, endorsement by the Congregation Council is to be encouraged.

CONGREGATIONAL MEETING
Once a candidate has been selected, the Council prepares for the congregational meeting. Normally, written notice is sent, plus announcement on two successive Sundays. (Check your own constitution to verify this.) A mailing, including the meeting announcement, will also include a brief description of the recommended candidate. The proposed compensation worksheets will have been completed by the Council, preferably including discussion with the candidate, and definitely with the Assistant to the Bishop. At the congregational meeting, presentations by Council (and Call Committee) members need to be made, positively articulating the rationale for the candidate. A question and answer time is typically held. The Assistant to the Bishop will be present and may conduct the meeting. Sometimes, because of schedule conflicts, another person may be appointed to represent the Bishop at the call meeting.

The congregational constitution dictates requirements for election of a pastor. In most cases a ⅔ of those voting members present is required to issue a call, and voting is by written ballot. While the ballots are being counted, compensation details to accompany the call can be presented and approved—usually a simple majority vote by voice or show of hands is stipulated.

A third motion should call for an initial six to nine-month review and subsequent evaluations of mutual ministry. An additional motion is required if the congregation is applying for ELCA financial support.

A telephone call to the candidate announcing the results is customary. The formal call form should be completed and forwarded to the Bishop for signature. The Bishop then forwards the call to the candidate chosen. The candidate normally has up to 30 days in which to respond in writing.

WHAT IF WE ARE TURNED DOWN?
Call the Assistant to the Bishop whenever you have received an answer, either positively or negatively. If you are turned down, you will want to discuss what happened and begin the process again at the most appropriate point. Remember, there is always an open future in Christ.

WHAT IF THE PASTOR WANTS TO DELAY COMING?
Sometimes local considerations make it difficult for a candidate to leave within the normal 30-60 days after accepting. Arrival times are negotiable, with many factors to be considered. Your Assistant to the Bishop will assist you in dealing with this item, too. A few weeks one way or the other is not a lot when you look forward to many years together.

HOUSE HUNTING, MOVING AND SETTLING IN
Normally, candidates will have had a chance to see the parsonage, if there is one. It is important to assist the candidate (and family, if any) in becoming acquainted or tour the immediate area before or after the interview to get ideas about available housing. You may be able to indicate where good schools, shopping, housing values are located.

Congregations specify moving expense reimbursement in the call. There are some companies which will give a discount to Lutheran clergy, but they are not automatically the best. While it is tempting to save money by "doing it yourself," that is usually not a good practice. Prorating the moving costs over the years makes it cost effective for most congregations to authorize the candidate to choose a professional moving company. Special offerings during the transition period can be received to cover the moving costs if a reserve fund has not been included in prior budgets. While these transition are happening it is important for your new pastor to feel welcomed and wanted. Notes and cards of greeting are appropriate.

Assure the candidate of time to move and settle in. Effectiveness will be enhanced in the long run, and attitudes will be positive. Usually, a full week is necessary to unpack, get utilities hooked up, find the stores, doctors, dentists, hospital, schools, etc. You can help by offering lists of addresses for each of these whom you feel to be reliable and worthwhile. You may also offer to prepare meals, baby-sit, house the pastor/family until furniture and utilities are in place, etc., depending on the needs.

Be sure the pastor's office has been cleaned, and that all signs have been updated with appropriate name changes. Often, stationery and calling cards can be ordered and in place if discussed in advance with the candidate.

INSTALLATION & WELCOME
A date and time for the installation should be set for several weeks after the pastor's arrival. CONTACT THE CONFERENCE DEAN TO CLEAR DATES FOR INSTALLATION. Your Conference Dean will install your new pastor on behalf of the Bishop. It is usually the new pastor's prerogative as to invitation of a preacher; the pastor may also want to designate the offering at installation for a special cause.

Welcome Events take many forms: A canned and paper goods shower ... dinner invitations for the first week ... potluck luncheon and introductions after the first Service ... refreshments and reception after the Installation ... a series of "cottage meetings" in members homes over the first several months, etc.

Introductions should be arranged for the pastor to area clergy (Councils of Churches, Clergy Associations, Conference/Coalition, neighborhood churches, etc.) and to community leaders as soon as possible.

Take time at the first Council meeting to "get better acquainted" -- likewise at committee meetings. Name tags and repeating names at the door on Sunday for several months will help, too.

The process of calling the pastor is now ended. Years of opportunity for growth in Christ lie ahead. Through the ministry of your congregation, God's mission will continue, the work done by the Call Committee will bear fruit.

God's richest blessing be with you all.

EVALUATION & SABBATICAL
Evaluation is a normal process, and is scheduled for six to nine months after the installation, then annually thereafter. Your Conference Dean will assist the Congregation Council in arranging and conducting the initial review. The focus should be on "the ministry of the congregation and pastor." Conflicts are reduced and effective ministry enhanced when mutual expectations are clearly discussed.

This is also an excellent time to begin a Staff Support Committee if your congregation does not have one in place. The Staff Support Committee provides a valuable “listening post” for congregational members and the pastor or AiM where differences can be discussed and resolved in a non-confrontational atmosphere. An excellent booklet describing the role of the Staff Support Committee and its functions is entitled The Staff Support Committee: A Vision for Mutual Ministry by George Keck, and is available from Augsburg-Fortress. Members of the Call Committee may be asked to serve in the initial Staff Support Committee until the new pastor or AiM is familiar with members of the congregation.

More and more congregations are encouraged by the mutual benefits of a specified period of time "away" periodically. One suggestion is an extra 3 months (often in the summer) for each seven years of continuous service. The sabbatical is used for renewal— through travel, study, engaging in some new and different activity—and is in addition to normal vacation and continuing education time. Contact the Synod Office for assisting in planning for sabbatical time.