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626 Consultation flow chart

626.1 Introduction

The visitation should be conducted before mid-September of the year set for the visitation.

626.2 Process

  • At least three months before the visitation, request regional courts to select their representatives for the visitation (normally two persons)
  • At least 6 weeks prior to the visitation set a date with the parish and have the names of the regional courts representatives for the convenor. Normally JRC liaison person acts as the convenor.
  • Confirm with the parish that the visitation will be advertised at least two clear Sundays before the visitation date and provision has been made for individual members of the congregation to meet with the team during the visitation
  • The convenor sends  a visitation questionnaire to the parish in time for it to be completed and returned to the convenor at least two weeks prior to the date of visitation
  • The convenor arranges a meeting of the visitation team to discuss the completed questionnaire and to plan the visitation. This should take place at least two weeks before the visitation date. At this meeting questions will be framed and areas of responsibility allocated to each member of the team.
  • Arrange with the parish. a timetable for the visitation to cover meetings with the minister and Partner (or ministry team), parish council, meeting with individual members (if this has been requested) and an inspection of the property.
  • Following the visitation, the team prepares the report. Each team member may write sections of the report and the convenor collates it.
  • The team approves the whole report, which should be completed within a month of the visitation.
  • The convenor submits a draft to the Parish Council for its comment and or corrections of errors of fact.
  • The report and recommendations are presented to the JRC for discussion and approval
  • The report is taken to the Partners represented in the parish and to the parish.
  • A copy of the report is sent to the Forum of Cooperative Ventures
  • The parish is invited to evaluate the report
  • This process should be completed no later than 3 months after the visitation
  • The JRC is required to follow up any recommendations and assess the progress made with implementation of the recommendations no later than six months after the visitation. This follow up to be made by visit or correspondence whichever is appropriate.