424 Extension of ministry term in Cooperative Ventures

424.1 Introduction

Consideration of an extension of ministry term is a process by which the best interests of a parish, minister and region are fairly, sensitively and confidentially assessed.  Such consideration requires full consultation and careful report.

As long as limited periods of appointment are part of the life of Cooperative Ventures, each of the participating Partners will find itself dealing with an unfamiliar situation requiring some modification of standard procedures.  It is a task which requires the attention of those who normally carry responsibility for the placement and pastoral care of ministers.

All the normal courtesies and consultations will be expected to be part of the review committee's work.

424.2 Assumptions

a) That the appointment expires at the end of the initial term unless the minister and parish council are notified in writing that, after full consideration and on the recommendation of the JRC, the denominational authority of the minister is extending the appointment for a further specified period.

b) That subject to the terms of the original appointment, the minister is entitled to have the possibility of an extension properly considered but should not expect an extension as of right.

c) Under 212.7, Partners courts are not normally authorised to extend appointments beyond a total of ten years.  In some circumstances a minister may remain in an appointment under a new designation (eg supply) for up to a further six months, with the clear understanding that this arrangement must not inhibit the appointment of a successor.

d) That normal visitations are generally not the most suitable occasion for dealing with the question of an extension of ministry.

e) That ministers should not be asked, nor should they volunteer, to commit themselves to a further term until the review committee has been properly consulted and is able to discuss a firm recommendation.

f) That it is not proper for parish councils to raise, discuss or decide on this question in the presence of the minister concerned or in the absence of the duly appointed review committee.

g) That none should take the process for granted; it can be an occasion for honest re-appraisal and acceptance of strengths and weaknesses.

h) That procedures for reviewing non-stipendiary ministry or honorary appointments need usually only involve the parish council, ministers and appointing church.

424.3 Extension beyond ten years

Please note:

a) This section must be read in conjunction with all of 424  (noting carefully 424.2 c).

b) For all appointments a maximum term of appointment of ten years is normal.

c) In any parish where the Anglican Church is a Partner, this provision does not apply.

There is some evidence that for some appointments an extension of ministry term beyond ten years could be good and healthy for the mission and ministry of the parish and minister.  Any such request for an extension beyond ten years should be preceded by two reviews, one during year five of the appointment and the other in the twelve months preceding the end of the ten-year appointment.  These reviews are to be carried out in accordance with the standard procedure.  The recommendation for extension from the review team to the JRC must be:

a) supported by the review not more than twelve months old,

b) accompanied by the five year review report, and,

c) show the exceptional circumstances that warrant an extension.

Should the JRC agree with the recommendation of the review team it then seeks the agreement of the Partner churches at regional and national level (where applicable).  JRC then forwards the application to the Standing Committee of the Forum of Cooperative Ventures.  Any such application will need to show that:

a) the parish council and minister are in such strong agreement as would justify an exceptional decision ,

b) the JRC is in agreement with the proposal, and,

c) the Partner churches involved in the parish are, at regional and national level, also in agreement.

In presenting the proposal to the Standing Committee of the Forum of Cooperative Ventures for consideration, all details that clearly identify the exceptional/special nature of the application must be included along with copies of the review reports.

The decision of the Standing Committee of the Forum of Cooperative Ventures

• will be made without reference to any preceding decisions;
• will not set a precedent for any other applications;
• will be final and not subject to appeal.

Procedures for considering extensions

424.4 Initiative

Responsibility for initiating steps belongs with the regional court of the minister concerned.  JRCs may assist such courts by drawing their attention to the question at the appropriate time.

424.5 Preliminary consultation

A responsible officer of the regional court will discuss in person with the minister and Partner whether they wish to consider an extension of ministry, should it be offered.  This discussion does not pre-empt later consultation between the parish council and the JRC.

(It should be noted that if there is at this stage any uncertainty in the mind of the minister the review process should be allowed to take its course.)

424.6 Informing

After consultation with the minister concerned, the minister's regional court or bishop informs the JRC that it is either

• ready for the review to proceed

or

• the ministry will terminate at the end of the current appointment.

If the question of an extension is not being pursued the JRC proceeds in accordance with 424.13

Duties of review committee

424.7 The review committee

If an extension is to be considered the above responsible officer or nominee acts as convenor of a review committee.  The JRC appoints one or two further people to act with the convenor, notifying the convenor accordingly.  Those so appointed should be drawn from the other participating Partners together with one appointed from the JRC.

424.8 Committee terms of reference

a) To review the needs and wishes of the parish, regional court and minister with relation to an extension of ministry.

b) To report to the JRC with any recommendation for an extension of the present appointment.

424.9 Regional consultation

The review committee should seek the current view of the participating Partners.  The Bishop, Methodist district superintendent, Presbytery ministry convenor and/or Presbyterian Mission Resource team, Congregational Union District Chairman and the General Secretary of the Associated Churches of Christ are the appropriate people to consult.

424.10 Parish consultation

a) The committee meets with a properly called regular or special meeting of the parish council chaired by the convenor.  At least two weeks notice must be given of the meeting and its purpose.

b) The parish council/session as the governing body of the parish is the body through whom the review committee receives the views of the parish regarding an extension of ministry.

Note.Where there is participation with the Congregational Union it is appropriate in some instances the congregational meeting will take the role as the governing body.

c) The parish council shall inform the congregation two clear Sundays before the impending review.

d) It is appropriate for active members of the parish to express their views to members of the parish council in the two weeks before the review.

(It is not intended that there be congregational meetings to discuss this matter)

e) The parish council shall inform the congregation of the outcome of the review at a date to be determined by them with due reference to denominational procedures.

f) The meeting from which the minister and Partner and any lay/clerical colleagues or associates absent themselves, seeks to obtain consensus on the question of and length of an extension and may use a secret ballot.

g) If the meeting supports an extension it records a decision to request that

The (bishop, conference, presbytery as appropriate) invite the Rev ...  .............  to accept an extension of ministry for up to.....  ..  years.

(Up to allows the minister or appointing Church to terminate the ministry before the maximum allowed extension is completed)

h) No motion is required if an extension is not being recommended.

i) The committee considers this request and all other relevant factors including the view of any colleague or associate given in confidence and in person and prepares a recommendation for submission to the JRC.

j) The committee should as soon as possible discuss this recommendation in person with the minister and Partner before reporting to the JRC and where necessary seek to reconcile expectations.  If new factors emerge during this consultation the review committee may request the parish council to reconsider its recommendation.  It may be necessary to consult further with any associate or colleague to obtain their concurrence with the recommendation.

424.11 Reporting

a) The committee reports to the JRC and submits any recommendation for extension.  The JRC considers the report and recommendation in the absence of the minister or any colleague or lay or clerical associate or assistant.

b) The JRC should at the earliest possible opportunity report its recommendation to the regional courts of the participating Partners, the parish council and the minister, seeking their written concurrence with the recommendation.

424.12 Response

If those so advised make no contrary response within 30 days of notification being mailed they will be considered to have concurred with the recommendation.  Any contrary responses should be referred to the review committee.

It is the responsibility of the review committee to reconcile differences wherever possible.

424.13 Confirmation

a) In any event the JRC confirms or modifies any recommendation no later than two months.

b) The JRC reports to the participating Partners that the consultation process is completed and either that the regional court of the minister concerned is being asked to extend the ministry for a specified period or that the ministry will terminate at the end of the current appointment.

c) The minister's regional court considers this recommendation and formally notifies the minister, parish council and the JRC of its action.

d) The JRC formally records the decision in its minutes.

424.14 Completion

It is important that this process should be completed and decisions advised not less than six months before the initial term is due to expire.