Pastoral Transition Tools – Transition Timeline

I have come to understand that the planning and execution of a pastoral transition can make a significant difference in the fruitfulness of both a pastor and congregation in the months ahead. There are a number of resources that I have used to develop tools which I have used in transition. You can find these and more of my writing on pastoral transitions here. Also, I commend these books to you that I have found to be helpful during a pastoral transition (Amazon affiliate links):

This is a draft timeline of key events in the farewell process for the congregation and outgoing pastor. It is compiled from the resources above and from my own experience. While each event may not be appropriate for every setting, I hope that you find it helpful.

Transition Announcement – As It Occurs

Announce the appointment of the current pastor to serve a new congregation and the appointment of the incoming pastor to serve the current congregation in worship and by email.

Transition Team – 12 Weeks Out

Identify a team that will tend to the transition for about 6 months. It may include members of the staff parish team as well as others. This team will help make these farewell opportunities happen and help create a network of support for the incoming pastor.

Farewell Letter – 10 Weeks Out

The outgoing pastor writes a letter to the congregation to offer care during transition, celebrate time together, and clarifying roles and responsibilities for the months ahead. It may be delivered by email, postal mail, or regular newsletter.

Exit Interview – 9 Weeks Out

The outgoing pastor and staff parish team share an informal conversation about the pastor’s tenure. Create space to share joys, concerns, hurts, blessings, accomplishments, and work left undone. The purpose of this conversation is learning for both congregation and pastor.

Sharing Memories – 8 Weeks Out

Create the opportunity for congregants to share memories of the outgoing pastor and family (if applicable). There may be cards made available to share written memories, invitation to share photos, and / or other items.

Fun Facts – 6 Weeks Out

Begin sharing a few fun facts about the incoming pastor during worship each week to provide additional introduction. This may be done in a fun, light-hearted way.

Farewell Event and Meal – 4 Weeks Out

Create the opportunity for congregation and pastor to share a meal together. It may be a potluck meal. During this time make space for sharing the way that God has been at work during their time together, remembering significant moments, and offer blessings for the future. This event is planned on the Sunday before the pastor’s final Sunday to help make it possible for congregants who may be away to participate in farewell events.

“Pass the Mantle” in Worship – 3 Weeks Out

As one of the final acts of worship on the outgoing pastor’s final Sunday, the pastor offers a tangible item to a lay leader. It may be placed in the sanctuary as a visible sign of pastoral transition. The item could be something, such as, a study bible, cup and plate for communion, stole, or other sign of the pastoral role.

First Sunday for Incoming Pastor – 0 Weeks Out

During worship, the incoming pastor may receive the item left in the sanctuary by the outgoing pastor.

Pastoral Transition Tools – Pastor to Pastor Debrief

I have come to understand that the planning and execution of a pastoral transition can make a significant difference in the fruitfulness of both a pastor and congregation in the months ahead. There are a number of resources that I have used to develop tools which I have used in transition. You can find these and more of my writing on pastoral transitions here. Also, I commend these books to you that I have found to be helpful during a pastoral transition (Amazon affiliate links):

The Pastor to Pastor Debrief occurs between the outgoing and incoming pastor. There are a number of questions, practicalities, and knowledge about the workings of the congregation that can be incredibly helpful to pass from one pastor to the next. Here is an outline of a Pastor to Pastor Debrief that I have used as a guide during my pastoral transitions. It is compiled from the resources above and some additions of my own. While every question may not be appropriate for every setting, this provides an outline to cover some of the most important topics. Enjoy!

Worship

  • Particular traditions and styles
  • Attendance trends
  • Recent controversies
  • Preaching style
  • Time issues
  • Important traditions
  • Seasonal variations
  • Special services
  • Who is involved in planning worship?
  • Are any new services being planned?
  • What is the role of clergy and laity during worship?
  • What is the role of children and youth in worship?
  • Is there children’s worship during the main worship services?
  • Is there a children’s message in the service? If so, who is responsible for the children’s message?
  • How is the bulletin and / or presentation prepared? Who is involved? What is the timleine for completion each week?
  • How does the church conduct the sacraments? When is communion offered and by what means?
  • Are tehre ecumenical community worship events? When?

Grow

  • Adult education / formation programs
  • Children’s education / formation programs
  • Youth education / formation programs
  • Important new programs that need support
  • Older programs that are important
  • Seasonal traditions

Serve

  • Board role
  • Commitee structure
  • Meeting cycles
  • Annual program calendar
  • Report formats
  • Facility issues and policies
  • Keys and access issues
  • Alarm system

Personnel

  • Staff structure
  • Job descriptions
  • Evaluation processes
  • Staff meetings and agenda
  • Staff issues
  • Recent hires and terminations
  • Training and coaching
  • Are any staff positions currently vacant?
  • Are any staff changes needed or expected?

Buildings and Grounds

  • How are building items and maintenance handled? Who orders supplies? Is there a custodian? What are her / his hours?
  • What community groups use the buildgin?

Information Technology

  • Describe the computer network. Is it wireless? Is the pastor provided with a computer? What kind?
  • Does the church have a web page? If so, who maintains it?
  • What are the appropriate passwords the pastor needs to know? How will the pastor’s email be set up?
  • Who knows about the church’s membership and financial software?

Give

  • Fundraising approaches
  • Giving patterns and records
  • Financial trends
  • Financial issues
  • Are there any tenure-bridging financial issue?
  • Are there any tenure-bridging capital issues?
  • What is the normal stewardship process in this church?
  • Who is in charge of promoting stewardship in the church?
  • What is the number of pledging and non-peldging households?
  • What is the average financial contribution of each member family to the church?
  • What is the pastor’s expected role in stewardship campaigns?
  • Does the church have a permanent endowment fund? If so, what is it used for and how is it funded?

Share

  • What is the church’s primary method of communication with its member? What percentage of the church membership uses electronic communication (email, text, interet, etc.)?
  • How often does the church newsletter come out? How is it distributed? What does the pastor need to prepare for the newsletter?
  • How does the church communicate with the community? What kind of advertising does teh church do?

Care

  • Lay care team
  • Names of terminally ill
  • Names of bereaved in last twelve months
  • Patterns of pastoral care
  • What agencies or resources are available for those who may call with needs for emergency food, clothing, shelter, or assistance?
  • What families are currently experiencing loss, illness, or special needs?
  • Who are the homebound members? Is there a regular ministry in place for them?

Pastoral

  • Unusual expectations of pastor
  • Is there a ministerial assocaition in the community? Provide contact information.

Church Climate

  • How warm are church members to one another? To new people?
  • How is the morale in this church?
  • How open is this church to change?
  • What are the significant conflicts in the church?
  • How central is faith to members’ lives?
  • How conservative or liberal is this church?
  • How diverse is this church theologically, ethnically, and demographically?
  • Where are the landmines?

People

  • Who is angry at the church?
  • Who is angry at the pastor?
  • Who are important allies?
  • Who can’t be trusted?
  • Who has an agenda?
  • Who will keep confidences?
  • Who is in danger of burning out?
  • Who is undersused?
  • Who has recently retired?
  • Who are the five most influential persons in the church?
  • Who are the saints?

Documents to Include

  • Copy of the church’s vision / mission statement
  • Most recent minutes of all-church conferences or meetings
  • Church directory, annotated with information about relationships, pastoral care nees, and potential leaders
  • Church email list
  • Organizational chart and list of church lay leaders and committee members
  • Church policies for weddings, funerals, building use, employee handbook, etc.
  • Current and last two years of budget reports
  • Latest month’s financial statement
  • Last three church newsletters
  • Recent bulletins for each worship service
  • Bulletins for most recent Christmas Eve and Easter services, as well as other special services that are routinely part of the church’s life
  • Church keys

A Season of Transition

It is a season of transition. I have had the opportunity to serve as the preacher at Berryton United Methodist Church since July 1, 2018. On Sunday, I announced during worship that I have received a new appointment from Bishop Ruben Saenz to serve as the pastor at Susanna Wesley United Methodist Church in Topeka beginning July 1, 2019. I will miss the good people of Berryton and am grateful for the care our family has received from both the church and community. I look forward to meeting the people of Susanna Wesley, learning more about the ministries, traditions, hopes, and dreams of the congregation, and continuing to reach the mission field with the good news of God’s love in Jesus Christ. I am also looking forward to learning from Rev. Maria Campbell who has served Susanna Wesley faithfully these past seven years!

The Staff Parish team at Berryton UMC has been in conversation with our District Superintendent, Rev. Kay Scarbrough, about who will be appointed to serve as the next pastor. We will share that news when it is available. Will you take a moment to pray for our community, congregations, Bishop, District Superintendents and our family?

If you would like to get or stay connected with me, here are a few ways:

I am committed to making this transition in the best possible way, including saying goodbye, grieving, finding away in the “in-between” space, saying hello, and engaging new beginnings.

100 Conversations in 100 Days

Today is my 32nd day as the preacher assigned to Berryton United Methodist Church. It has been a wonderful journey of learning, sharing, and welcome. I am so grateful for the warm welcome that we have received from the congregation and community. One of the ways that I have been learning about the congregation is something that I am calling 100 Conversations in 100 Days.

I hope to share a one-on-one conversation with 100 people so that I can hear their thoughts, feelings, and opinions about the church and community. My hope is to get this accomplished in my first 100 days, which gives me until October 8. As of today, I have four down and ninety-six to go. If you live in the Berryton area, would you be willing to share a conversation with me about the church? Visit www.calendly.com/AndrewConard and click on “100 Conversations” to set up a time to meet.

I have been updating and adapting questions from Eleven Questions for Getting to Know a New Congregation. Here is the original list:

  • Tell me about a time when you felt especially proud of some members or leaders of your congregation, when you felt they were really following Christ. What makes this incident stand out in your mind?
  • Whom do you especially respect as leaders? Why do you hold them in high regard?
  • Tell me why you’re glad you are a member of this congregation. Why did you join this congregation instead of another one?
  • How has being part of this congregation helped you and members of your family grow in faith? Please give me some examples of experiences or classes that made a difference. How did you change?
  • Tell me a story about when congregation members resolved a conflict or difference effectively. What do you think the congregation learned from this experience? How effectively do leaders and members handle differences now?
  • What have you especially valued about your pastors and other congregational staff? (Be specific.) Do any sermons, initiatives, or attributes of your previous pastors come to mind?
  • Tell me about a time when you were disappointed with members or leaders. What happened?
  • Complete this sentence: “God is calling this congregation to be …”
  • What do you think God wants your congregation to emphasize in the next three to five years?
  • What else do I need to know in order to thrive in this congregation and community?
  • Do you have any other concerns or suggestions?

What strategies or techniques have you used to learn about the congregation and community in a new appointment?

Grace in the Details

United Methodist Elders are ordained to Word, Order, Sacrament, and Service. It seems that during times of transition Order is one that takes precedence. In both leaving and beginning, there are a almost innumerable number of administrative items that need to be cared for, passed on to others, or at least communicated in some way.

For example, upcoming weddings… There are two on the calendar for the fall in 2018 at First UMC El Dorado at which Rev. Mik King will officiate and one on the calendar for me at Berryton UMC at which I will officiate. These are an incredibly important day in the life of the couple and their families and they are ones for which the pastor has a great deal of responsibility to go well. So, contact information for the couple, helping make the transition – these details are important and need attention. When I arrived in El Dorado in 2012 I had a wedding scheduled in July. I am grateful that in each of these three cases they are later in the year.

There are also details that have to be attended to nearly immediately. July 1 is the first day of the appointive year and this year it also happens to be a Sunday. Worship happens every Sunday and each congregation has a variety of practices around how it is planned and executed, as well as a number of different associated items that need to be prepared in some way. These are important details that need to be attended to right away.

It is impossible to put together a comprehensive list – Where are the light switches? What happens on Christmas Eve? Who decorates the altar? Who purchases candles? Any number of things…

My personality is such that I try to attend every detail, as best as I am able. At times this is helpful and at others paralyzing. During these weeks, I am working on offering myself and others grace in the details.

Where have you found grace in the details? Either offered or received?

11,603 Pounds

Last week, I worked with a representative of our moving company to get an estimate of how much our belongings weigh. We had the conversation over FaceTime and I went through every room in our house, garage, shed, backyard – everywhere – opening cabinets and describing what was there. The next day, I received an email detailing our possessions and providing an estimate of their weight.

11,603 pounds

It was fascinating and sobering. I was amazed at the inventory that was able to be completed in just a short time and the specificity with which the estimate was made. I was sobered by the realization that this was an estimate of the totality of things that we have in our home. All the stuff that we have accumulated in our life together as a family. Much of it with memories attached, some items of utility and somethings leaving us wondering – why in the world do we own that?

I hope that we will be able to shed some of this physical weight before the moving truck arrives on June 18. We are planning to join the neighborhood garage sale on June 1 and 2, so stop by 502 S. Denver Street if you are looking for some bargains. Of course, the things from Nicole’s office and mine will be added to the total weight. I wonder how much that will add …

The moving van may be full and our hearts will be full, as well. Our hearts and souls are filled with memories, experiences, and relationships that will last longer than much of what can be found in the boxes currently stacking up in our living room.

And those travel light.

Transition Time

So, once again it is time for me to start up my blog. It has, for the most part, languished for several years. The impetus to begin again is that it is transition time. I have been appointed to serve as the preacher at Berryton United Methodist Church beginning July 1. I will officially depart my role as preacher at First UMC El Dorado the day before, though we will have moved to Topeka several weeks before that. It has been a long road to this point and there is a long road ahead. All is well, though. God walks with our family and with the people Butler and Shawnee counties each day and will continue in the days ahead. If you would like to get or stay connected with me, there are a number of ways that I will suggest for you:

Website

You can find my personal website and blog at www.AndrewConard.com. I have written on a wide variety of topics over the years and am going to work to get back in the habit.

Verse Images

This is a side project that I started at the beginning of 2018. It exists to share Bible verse images and videos that are encouraging, inspiring, and challenging. You can connect there in a variety of ways:

Preacher Stories

I have had intentions for some years to start a podcast. The latest iteration is Preacher Stories, which you can find here.

Social Media

Of course, you can connect with me in a variety of ways on social media as well:

  • Facebook Page – Professional stuff, bible verses, articles, and more.
  • Twitter – Professional stuff, bible verses, articles, and more.
  • Instagram – Photos, verse images, and more.