Guidelines for Partnership between Congregations and Ministers
EXPLANATORY NOTES
INTRODUCTION
PREPARING FOR MINISTRY
VISITING THE CONGREGATION
THE MINISTRY IN PRACTICE (1)
EXPLANATORY NOTES
| Churches’ Legislation Advisory Service | Inter-denominational group that speaks with government departments |
| Chief Officer | Principal administrator of the GA |
| Colleges | UCM – Unitarian College, Manchester HMO – Harris Manchester College, Oxford |
| District Association | 13 regional church groupings in England, 2 in Wales and 1 in Scotland |
| Essex Hall | Unitarian National Headquarters 1-6 Essex Street, London WC2R 3HY |
| Executive Committee | 8 elected members plus GA Treasurer. The principal policy making body and trustees of the GA |
| GA Rolls | Lists kept by the GA of persons recognised for specific leadership positions or status |
| GA Quota | An annual charge levied by the GA on member congregations based on declared membership numbers. |
| General Assembly (GA) | General Assembly of Unitarian and Free Christian Churches |
| IARF | International Association for Religious Freedom |
| ICUU | International Council of Unitarians and Universalists |
| Interview Panel | Appointed by the Ministry Commission to select students for training, to monitor progress, and recommend status |
| Lay Pastor | Someone who, by specific training, meets the criteria for admission to the Role of Ministers and Lay Pastors |
| Lay Worship Leader | |
| Minister | Someone who satisfies the GA criteria for admission to the Roll of Ministers and Lay Pastors |
| Ministry Matters | Committee appointed by the Executive Committee |
| Ministerial Fellowship | The Unitarian Ministerial Fellowship – the professional association of Unitarian ministers on the role of the General Assembly |
| MCSO | Ministerial and Congregational Support Officer at GA |
| MPF | Ministers’ Pension Fund |
| Stipend Review Panel | A panel appointed to recommend to the Annual Meetings ministerial stipends, housing allowance and other expenses |
| Sustentation Fund | Makes grants towards the stipends of ministers |
| UALL | Unitarian Association of Lay Leaders |
| UUA | Unitarian Universalist Association (of America) |
1. INTRODUCTION
1.1 These Guidelines are intended to serve as a pointer to best practice in minister/congregation relationships. They are written for congregations, committees, ministers and all concerned in trying to create healthy, co-operative and fair religious communities.
1.2 They are based on accumulated experience, on current practice in other professions, and, in part, on previous Guidelines which have been issued by the General Assembly.
1.3 The intention of the guidelines is to provide helpful and practical suggestions in matters of attitude and procedure for all stages of ministry. By so doing, fairness and consistency for all concerned should be achieved. No matter how scrupulously these guidelines are observed, an effective relationship between congregation and minister must still be grounded in mutual trust and respect. To this end the maintenance of adequate active and free communication should be a shared primary concern.
1.4 Misunderstandings and disagreements do occur. In the Guidelines an attempt is made to do two things in particular: firstly, to suggest ways of proceeding that will remove as many as possible of the situations that cause problems, and secondly, when problems do occur, to suggest ways in which these can be faced and dealt with.
1.5 In their dealings with one another, ministers and members of congregations/groups should remember that when the differences and misunderstandings are resolved they will have to work together amicably once again. Every effort should be made to ensure that situations do not provoke the bitterness that is so hard to heal.
1.6 Ministers and members of congregations/groups should be aware that there are many sources of help and support for all aspects of congregational life from such bodies as the local District Association, the Ministerial Fellowship, the Unitarian Association of Lay Leaders and the GA staff.
1.7 Please remember that these are Guidelines – not laws or rules. They are common sense suggestions of ways to help congregations and their leaders create friendly and inspiring places of Unitarian witness. Unitarian congregations in Great Britain are democratically governed according to their own rules and/or the provisions of trust deeds. Each ministerial/congregational relationship is unique.
NOTE We have chosen in these guidelines to use the term minister for the congregational leader. We acknowledge that there are other categories of leadership for which most if not all of these guidelines will apply.
2. PREPARING FOR MINISTRY
2.1 There are many patterns of ministry with no one pattern being more appropriate than another. For some, one minister with a single congregation works well; for others a small group of churches can give variety, stimulation and opportunity for shared activities. The use of trained lay leaders adds a further dimension to this mosaic of leadership patterns. Whatever the pattern, thorough preparation for a ministry is essential.
2.2 When a minister is appointed to two or more congregations, one model which often works well is that of a joint appointment to ‘the group’. Where this model is followed the congregations in the group should reach prior agreement, in writing, on how they will relate to each other and to the group, and how the cost will be shared. (Appendix 2 and 3 – sample agreements) A joint committee of representatives from each congregation is necessary to facilitate the appointment of a minister. This committee should continue to meet at regular intervals during the ministry to foster co-operation between the congregations and to be a forum for planning, managing, supporting and facilitating the ministry.
The joint managing committee should:
- Facilitate the financial basis of the ministry.
- Oversee times of services. Where times of service coincide, it is the responsibility of the congregation(s) concerned (or of the joint committee) to arrange (and meet the cost of) pulpit supplies.
- Monitor timing of congregational and committee meetings and other functions, to avoid clashes of dates and times.
- Arrange, where appropriate, joint activities in areas such as Religious Education, developing new patterns in worship, and publicity. Joint activities can foster group identity and make better use of the minister’s time.
- Be a forum for sharing lay skill between congregations.
- Appoint a named single contact for issues to be raised to the managing committee
- Seek to develop a memorandum of understanding between the congregations
2.3 Unless otherwise specifically agreed between the congregations and the minister, it should be assumed that the minister’s time and pastoral care are allocated to each congregation according to need, and not in proportion to the financial contributions of the congregations.
2.4 Sometimes a minister will have a separate appointment to two or more congregations. This is not strictly a group or joint ministry. In this case the ministerial duties need to be carefully defined. Financial arrangements and allocation of time and duties must be clearly articulated.
- In preparation for ministry, congregations need to consider what they expect from a minister and what they will contribute as lay members of the congregations. This will later form the basis of the terms of appointment. Some congregations prepare a small brochure with a profile of the congregation, their aims and aspirations, and practical information about the congregation and area. It is recommended that a small ‘search’ committee be formed to undertake this work and ensure confidentiality during the process.
2.6 It is the responsibility of the congregation to ensure that adequate funding is in place to support ministry before any offer is made. This should be done at an early stage – as part of the initial preparation for ministry. Grants towards stipend may be available from the District Association and the Sustentation Fund. (See Appendix 1 for the GA form to be completed before appearing on the Ministerial Vacancy List)
2.7 The minister also needs to do preparatory work by considering what particular skills to highlight, the style of ministry preferred and generally draw together the material that will form his or her curriculum vitae.
2.8 Congregations seeking a minister, and ministers looking for a change of congregational charge or seeking a first ministry, should make use of the resources of the GA.
- Congregations seeking a minister, full-time, part-time, temporary, or short-term should apply to the Ministry and Congregational Support Officer of the GA to be placed on the Ministerial Vacancy List. An updated copy of this list is made available online and circulated to all ministers on the Roll of the General Assembly as appropriate. It is sometimes possible for Districts to create part-time, temporary and short-term ministries although it is advisable to liaise with the GA when doing this.
2.10 Advertising by individual congregations in the denominational press is not recommended. There may be special circumstance when such an announcement is appropriate, but it is better if enquiries are directed to the Ministry and Congregational Support Officer of the GA. Ministers should neither make a direct approach to a congregation nor accept such from a congregation.
2.11 Once a minister expresses an interest in a ministerial vacancy the MSCO of the GA will inform the congregation and give the following details of the minister:
- Name, address, and current congregation (if applicable)
- Academic and professional background
- Ministerial positions or other administrative position held within the Unitarian movement
2.12 The congregation must then decide how to proceed. They may take no further action or they might call for further information from the minister and arrange a visit.
- The resources of the District Association may be used in this preparation stage. Sometimes the District Association or the GA can recommend a minister or competent layperson who can advise and help a congregation in the search for a new minister, and guide them on procedure. Such a person can be useful in facilitating the whole matter, but may not advise on which candidate to choose, as that is the prerogative of the congregation(s) alone.
3. VISITING THE CONGREGATION
THE EXPLORATORY VISIT
3.1 Congregations often invite ministers expressing an interest (and therefore potential candidates) to come first on an exploratory visit. This practice has much to commend it. Such visits enable the congregation to meet the minister and talk with them. If the visit is to include a minister taking a service, this should be decided well beforehand. The visit enables the minister to become acquainted with the congregation and its contexts, and to see the manse, if there is one. The congregation and the minister can explore the situation through an exchange of views and expectations in either a congregational meeting or a management committee meeting.
- On an exploratory visit, which may last over a weekend, if the minister has a partner, they may wish to come to see what the prospective move may involve for them and any family.
3.3 Such visits can help congregations to decide which of the interested ministers to invite as official candidates. The visit can also help a minister to decide whether to accept any invitation to be a candidate.
- The need for absolute honesty and openness on all aspects of the ministry on the parts of both minister and congregation cannot be emphasized too strongly. This is the basis for a later successful partnership.
- When arranging either exploratory or candidating visits, great care should be taken when publicising these, particularly with a view to not jeopardising a (potential) candidate’s current pastoral relationships.
THE CANDIDATING VISIT
3.6 Once candidates have been selected, each candidate should be invited to visit the congregation(s) on official candidating visits. The minister should conduct at least one service, and preferably spend two or three days meeting with members and talking with the committee(s). The minister’s partner may also wish to be part of the visit.
- Each candidate should receive from the congregation specific information before the visit:
- the proposed stipend
- length of agreement
- housing: manse or own house
- terms of appointment (a draft agreement would be helpful) including expenses
- copies of recent annual reports and accounts, and newsletters
- a profile of the congregation(s) and their expectations
- from where they expect the minister to work (e.g., home, church office)
- helpful local information.
- a copy of the Rules of the Congregation(s) and, where appropriate, of constituent organisations regarding the appointment of ministers.
- Ministers are advised to ascertain the position and function of the trustees – some meet regularly, some never, some administer funds, and some are, by terms of the Trust Deed, the only body entitled legally to appoint a minister chosen by the congregation.
3.9 The minister should normally provide:
- a curriculum vitae
- a statement of how they see the ministerial role
- some indication of working style (e.g. sermon titles, printed orders of worship etc.)
- evidence of a Disclosure and Barring Service (DBS,) or equivalent, certificate.
3.10 If names of referees are requested, the minister’s prior permission must be obtained before the referees are contacted and care must be taken to ensure confidentiality.
ISSUES TO CLARIFY
3.11 It is strongly recommended that ministers attend congregational committee meetings and/or any joint management committee meetings. This position should be clarified, as should the status of the minister as either a voting member or present in an advisory capacity.
3.12 A candidate is advised to ascertain the basis of voting membership of the congregation(s) and whether the minister is entitled and/or expected to attend general meetings of the congregation(s).
3.13 Ministers and congregations should satisfy themselves on all points they consider to be important before or during the candidating visit. This should be minuted and be the basis of the written agreement. If a minister decides to withdraw, the congregation(s) involved should be informed at once, so that unnecessary congregational meetings are avoided.
PAYING FOR EXPLORATORY AND CANDIDATING VISITS
The same guidelines apply to both types of visit:
3.14 The inviting congregation(s) should pay the current ministerial fee for taking a service and all expenses (travel, accommodation), including those of the candidate’s family.
3.15 The minister is responsible for ensuring that there is an adequate supply for his or her own present pulpit(s) without expense to the home congregation.
PRACTICAL ISSUES FOR CANDIDATING
3.16 When there is to be a candidating visit, the congregation(s) concerned should inform all members, so that they can meet the potential new minister and share in the choice. Some congregations do this by means of private communication with each member. It should not be announced in the newsletter. The communication can also give due notice of a subsequent congregational meeting to discuss the choice of a new minister.
3.17 If there is more than one candidate under consideration, the candidating visits should be as close together in time as possible. Once all candidates have been heard, and interviewed, the congregation(s) should decide as quickly as possible which candidate, if any, is to be invited to become their minister. As soon as an invitation has been accepted, or it has been decided not to make an appointment, all candidates should be informed of the decision immediately.
3.18 A procedure worth consideration at a congregational meeting to appoint a minister is, first, to have a vote expressing any preference. If there is a clear preference, the formal motion can be put: – that the Rev. ‘X’ be invited – this often attracts a unanimous vote.
3.19 Where two or more congregations seek to appoint a minister jointly, each congregation usually has to meet separately, in accordance with its rules or with the terms of its trust deed, to vote on an appointment. Should the congregations vote differently, joint discussions should take place quickly to see if an agreement can be achieved.
3.20 Ministerial vacancies should be filled according to a professional model appropriate to ministry. There are two models of appointment:
a) one candidate at a time
b) all candidates at the same time.
Having too many candidates at one time should be avoided; three, at most, is adequate. Sensitivity about this matter and the reservations some have about competition among colleges should be recognised.
Experience has shown that if possible a search committee should seek to put forward one name at a time for consideration rather than have candidates appear to compete against one another.
3.21 Normally a minister should not be a candidate for more than one appointment at any one time. However, there are occasions, particularly when an appointment is sought by a specific date (e.g. a ministry student nearing the end of training, or a minister whose present appointment is coming to an end), when it is necessary to explore more than one possibility at a time. In the normal way this can be affected by exploratory visits with the possibility of later becoming a formal candidate. Discretion should be used when circumstances necessitate candidating for more than one vacancy at a time.
3.22 A congregation should not issue a formal invitation, unless the minister has indicated a willingness to accept, in principle, the appointment.
TERMS OF APPOINTMENT
3.23 Congregations should draw up proposed terms of appointment covering all necessary points so that candidates may have a clear picture of what is envisaged. The terms should be discussed openly with candidates. Attention to detail in the terms and conditions is important. This provides a solid basis for co-operative ministry and avoidance of misunderstandings later. The written agreement should define the rights and responsibilities of the parties.
3.24 On appointment of a minister, the agreed terms of appointment should be signed by the minister and by officers of the congregations and copies retained by both parties. A copy of this signed agreement should be filed at Essex Hall. A sample template is available from Essex Hall.
3.25 Ministers of religion are, in the United Kingdom, taxed as if they were employed for the purpose of Income Tax and National Insurance. However, whilst their Terms of Appointment may resemble a ‘Contract of Service’, ministers are not legally regarded as ‘employed’ under the provisions of the Employment and Industrial Relations Acts. They are deemed to have ‘Office Holder’ status. This rather anomalous position needs to be remembered by both minister and congregation and a feeling of ‘shared endeavour’ with agreed goals is likely to surmount any narrow legal definitions. The law may change and further updated information is available from Essex Hall.
3.26 The terms of appointment should confirm that the congregation have agreed to participate in the Ministers’ Pension Fund (or a pension scheme of the minister’s choice), making the prescribed contributions. They will also participate in the National Insurance pension scheme without contracting out.
3.27 The minister should be familiar with the terms of the Trust Deed and the Rules or Constitution of the congregation. It is useful to provide the minister with a photocopy of the Trust Deed, and also for the secretary to keep a copy on file.
3.28 The terms of appointment should state clearly the ‘grievance procedure’ so that grievances can be dealt with and resolved as quickly and as fairly as possible.
3.29 The agreement should not be forgotten once the ministry has begun. The value of review sessions is now recognised in many walks of life. It is recommended that there should be regular discussions to appraise and assess how the congregation and the minister are doing things, what is going well and how they might be done better. Regular discussion involves the recognition that the nature of ministry is constantly changing in areas such as spiritual leadership, pastoral work and congregational development. This should not be seen as a review of the Minister, more the opportunity to review ministry within the congregation and community.
4. THE MINISTRY IN PRACTICE (1)
4.1 The committee of the congregation should assume some responsibility for helping to settle in its new minister (and family) into their new home, community and position. It is helpful for someone to assist with guidance on local geography, and offer advice on shopping, schools, doctors, dentists and the like.
4.2 The secretary or other officer should ensure that the minister has a list of names, addresses, email addresses, and phone numbers of members and friends. Account should be taken, where appropriate, of the Data Protection Act.
4.3 Members and other attenders should be asked to help the settling-in by introducing themselves and, if appropriate inviting the minister to pay an initial visit.
MINISTER’S ACCOMMODATION
Ministers may live in a manse owned by the church, or in their own house
THE MANSE
4.4 The conditions under which a minister occupies a manse (house or flat) provided by the congregation should be made clear when an appointment is being negotiated, and clearly stated in the terms of appointment. Normally the conditions should specify that:
a. the minister (and family) occupies the manse free of rent, water rates and council tax during the period of the appointment;
b. the insurance of the building (including indemnity against legal liability to third parties) is the responsibility of the congregation;
c. the insurance of the contents of the manse is the responsibility of the minister. Any congregational property kept at the manse (e.g. a copier) should be covered by the main congregational insurance policy. This positioning of congregational property outside the church may have to be declared to the insurance company;
d. the congregation is responsible for the internal decoration being in good condition and the premises in good order before the minister takes up occupation;
e. normal redecoration is the responsibility of the minister, but the cost of redecoration occasioned by structural defects, alterations or repairs should be met by the congregation;
f. the congregation is responsible for all structural repairs and outside paintwork, and for maintaining the manse and grounds to currently acceptable housing standards, including adequate insulation against heat loss. The responsibility for general week-by-week gardening should be negotiated between minister and congregation.
4.5 A minister should not sub-let any part of the manse without the prior written consent of the congregation or trustees (as the case may be). A situation must be avoided whereby there is difficulty in obtaining full vacant possession of the manse should the minister leave.
4.6 Congregations or trustees should never let an empty manse, or part of a large or sub-divided manse without taking legal advice.
- In the event of a minister dying while still appointed to a congregation (or being so incapacitated as to be unable to continue the ministry) the occupancy of the manse by the minister’s family can present a problem. Congregations are urged to be understanding, and allow the surviving partner to continue in residence for a period (often about six months) free of rent. This allows for a period of adjustment and time for future plans to be made during a difficult and distressing time.
4.8 In cases of divorce/separation, congregations are asked to show compassion.
4.9 Such generosity should not be exploited, and it must be realised that continued occupancy can only be for a finite period. Practical help and advice in financial matters and in seeking new accommodation can be given by members of the congregation and by the District Association or the Chief Officer of the GA.
- When a congregation sells its manse it is wise to invest the proceeds (on professional advice) to make provision for future housing need.
Minister’s Own House
4.11 Where a manse is not provided, the congregation should pay to the minister a housing allowance not less than that currently recommended by the GA.
- The minister residing in their own house should take out adequate comprehensive insurance for both house and contents.
4.13 Where a minister chooses to live can be a source of discontent with differing views on what is a reasonable distance from the congregation’s place of worship. There should be open and frank discussion between the minister and the congregation on house location and the minister’s availability in order to avoid subsequent misunderstanding or disappointment. Travel expenses may be an associated issue to consider at this point.
4.14 Congregations are urged to consider sympathetically any decision of a minister to own their own home.
Removal Expenses and Resettlement Grant
4.15 Congregations should pay the cost of removal of the furniture and effects of the new minister and family to their new home. This should be confirmed when the appointment is offered.
- On appointment, including a minister’s first appointment, a minister should also receive the recommended (re) settlement Grant from the appointing congregation(s). The purpose of this grant is to help the minister and their family with expenses incurred when settling into a new home. The amount of this grant is determined by the Stipend Review Panel and reviewed annually.
5. MINISTRY IN PRACTICE (2)
Stipend Scale
5.1 Each year the GA issues a recommended minimum stipend scale for ministers and lay pastors. Congregations should review the minister’s stipend annually (usually as from 1st October in each year), making sure that it is at least in line with the recommended minimum appropriate stipend scale.
Copies of the current scales are available from the GA website or the Ministry and Congregational Support Officer of the GA.
Grants Towards Stipend
5.2 Congregations unable to meet the whole of the emoluments due to a minister may receive grants towards stipends, either from the GA Sustentation Fund or from the District Association, or both. Other funds or trusts may offer some financial support. Applications usually have to be made on a prescribed form, and need has to be demonstrated through audited or examined accounts and annual reports.
5.3 There are some special funds for which certain ministers qualify (e.g. The General Baptist Assembly, or some local funds).
5.4 The GA Sustentation Fund covers congregations affiliated to the GA, and applications for grants for the year beginning on 1st October each year must be made on the appropriate forms. These are obtainable from the MCSO at Essex Hall.
5.5 The application is usually made in March through the District Association, which has to endorse the application and forward it to the Sustentation Fund (usually in May). Each application must be accompanied by:
- a copy of the latest annual report,
- audited or examined accounts (including subsidiary accounts and trustees’ accounts where they exist),
- joint accounts in the case of a joint ministry,
- budget forecasts for the current and coming years.
- Grants from the Sustentation Fund are conditional upon at least the minimum recommended stipend being paid, and congregations paying their ‘GA Quota’
Non-travel Expenses
5.7 Congregations should reimburse the minister for all expenses incurred in the performance of ministerial duties. Reimbursement should be for actual amounts expended rather than by making fixed allowances.
Non-travel expenses should include:
a. Postage
b. Stationery and office supplies, including photocopying, supplies for maintenance of computers etc., and any expenditure by the minister in connection with newsletters, notices, order of service, etc.
c. Telephone: congregations should normally ensure that a telephone is installed in the minister’s residence and pay for the rental and all calls on ministerial business. The use of mobile phones and ministries, which operate from a church base/office, may require a different pattern of reimbursement. This must be negotiated as part of the ‘terms and conditions.’
d. Other expenses that support the better provision of ministry (e.g. books, worship materials, internet and email access). Ministers and congregations should be aware of what items are tax deductible.
Travel Expenses
5.8 All travel expenses incurred in the performance of ministerial duties should be reimbursed.
Car
5.9 The minister may own his/her own car and receive a ‘mileage allowance’ or use a car provided by the congregation and pay the congregation for private usage. The former is usually the easier to operate.
5.10 The provision and running of a car is a necessity in most ministries and the congregation should make adequate financial provision for this.
5.11 Where the congregation purchases the car, an annual amount should be set aside for replacement. Insurance should be comprehensive.
- Where the minister owns the car, the ‘mileage allowance’ should be adequate to cover as well as fuel, all non-fuel costs including comprehensive insurance and depreciation. The Inland Revenue each year sets a figure up to which a mileage allowance can be paid without incurring further tax. There are many variables here: size of car, amount of usage, insurance rating of the driver etc. so that each situation must be addressed on its own merits and an appropriate mileage rate decided. The GA gives relevant information each year and general guidance can be found on the web sites of motoring organisations.
- Mileage allowance for motor-bikes and bicycles should also be based on covering all costs
Other transport
5.14 The congregation should provide a bus pass and/or rail card where such is helpful in ministerial travel.
5.15 The reimbursement of expenses for attendance at meetings and conferences should be clarified as far as possible and agreed during the negotiation of a settlement and clearly stated in the terms of appointment. This is a guideline list:
- General Assembly meetings and pre-assembly Ministers’ conference,
- District Association meetings (unless paid for by the District),
- Other meetings on behalf of the congregation,
- Ministerial Fellowship conference
- UALL meetings
- Conferences or events arranged by the Colleges and, wherever possible, other meetings relevant to the work of the ministry, including the cost of necessary meals and accommodation.
- The minister should keep accurate records of all expenses claimed. Where there is an element of confidentiality in, for example, a pastoral visit, the Minister should judge what degree of detail should be given.
Payment of Stipend and Expenses
5.17 The minister’s stipend is usually paid monthly in arrears. It should be paid promptly on the due day, often on the last Sunday of the month.
5.18 The stipend may be paid by bankers’ standing order on (say) the 28th day of each month. To do this it is necessary to estimate the net monthly stipend and agree the amount for the standing order. Adjustment is then made by cheque or cash once the precise figures for the month are available.
5.19 A similar exercise can be done for expenses, although these are likely to vary more widely from month to month
5.20 The congregation as an employer is responsible for maintaining relevant payroll records and deducting PAYE and NIC from the stipend and accounting for them to HMRC. Payroll services are often offered by local voluntary sector organisations and these might be the most cost effective mechanism. All employers now have to submit their PAYE details to HMRC using Real Time Information (RTI)
RTI information can be found at
http://www.hmrc.gov.uk/payerti/reporting/what-to-report.htm
Deductions – Tax and Insurance- the role of the treasurer
5.21 The treasurer of the congregation (or of the joint committee) is required to deduct income tax and national insurance contributions before paying the stipend. These are calculated by means of tax tables supplied by the District Inspector of Taxes.
5.22 The treasurer should deal with the minister’s contributions to the Ministers’ Pension Fund (MPF). Contributions are calculated as a percentage of the stipend (plus housing allowance), with part paid by the congregation and part by the minister. The contribution for the year is calculated on the annual rate of stipend payable on 1 January. Additional Voluntary Contributions payable by the minister alone are possible, and should be considered. The treasurer pays the total contribution by direct debit monthly.
5.23 The treasurer is obliged by law to provide the minister with a statement with each payment showing how the net stipend is calculated. The statement should show gross amount payable, together with deductions for income tax, national insurance, MPF, etc. At the end of each tax year the treasurer must supply the minister with a certificate of gross pay and tax deducted on Form P60 – supplied by the Inspector of Taxes. When a minister leaves, Form P45 must be issued.
5.24 The minister should preserve these papers carefully. They are required for making the annual tax return and for future reference.
5.25 When a minister is required to occupy a manse as part of the terms of appointment and required to vacate the manse when the appointment is terminated, then the annual value of the manse as the minister’s place of residence is not included in assessment of the minister’s income for the purpose of income tax.
5.26 A housing allowance in lieu of a manse is, however, regarded as stipend. It is taxable and is also taken into account in calculating National Insurance contributions. The housing allowance or the equivalent value where a manse is occupied is taken into account when assessing contributions for MPF.
5.27 Where the manse or minister’s residence is used as the minister’s place of work, then the minister may normally claim, as an allowance against taxable income, a portion of the costs of providing this accommodation. This claim could include: heat and light, insurance, cleaning, renewals and repairs (not improvements), which are paid by the minister. In the case of a minister’s own house, the claim will also include water rate/charges, council tax and structural maintenance. Excessive claims in this area might render the minister liable to partial assessment for capital gains tax on the sale of the house.
5.28 The rules governing income tax may change and ministers and treasurers are advised to check on the current situation.
5.29 On certain matters of general importance on ministers’ income tax, the Churches’ Legislation Advisory Service (formerly known as the Churches Main Committee) negotiates rulings with the appropriate government agencies. Any matters of general principle, which they wish to take up, should be channelled through the Chief Officer of the GA.
6. MINISTRY IN PRACTICE (3)
SPECIAL SERVICES
Induction Service/Service of Welcome
- There is no fixed pattern for the induction of a new minister. Among Unitarians in England, Wales and Scotland, the authority of a minister is a gift from their congregation. A common tradition is that a service should be conducted by a neighbouring minister with two guest preachers, one to give a Charge to the Minister, the other to give a Charge to the Congregation. The choice of these guest preachers is either by mutual consent or by the new minister choosing one and the congregation the other. For a first ministry, one of the charges is sometimes given by the Principal or a tutor of the minister’s college. Sometimes one guest minister may combine both charges in one address. The congregation are advised to ascertain beforehand what fees and likely expenses will be incurred for this occasion.
- The form and content of the service should be worked out jointly by the new minister and the congregation. Other participants may be involved at the planning stage if this is deemed practicable and/or necessary. It is usual for the President or similar officer of the congregation formally to install the new minister and offer ‘the right hand of friendship’, and for the new minister to respond with a formal undertaking. The new minister normally closes the service with a benediction.
6.3 When a minister is inducted into a Group Ministry a single united induction service is clearly most appropriate. For a joint ministry the single united service is still preferred but it is recognised that geography, worship style etc. might dictate alternative arrangement.
6.4 It is customary to invite friends from other Unitarian congregations in the district, together with representatives from other religious denominations and faiths and local civic leaders, as well as friends of the new minister, including members of his/her previous congregations.
Fees for Sunday Services (‘Preaching Fees’)
6.5 Fees and expenses for all categories of worship leader are recommended annually by the GA. These provide the basic information for determining fees and expenses. All fees and expenses should be paid in accordance with these recommendations and should be paid on the day of the visit.
6.6 When inviting a minister to conduct a service for a special occasion the inviting congregation should indicate the fee to be paid. This should not be less than the current minimum recommended by the GA. Expenses (travel, telephone and meal allowance where necessary) are paid in addition to the fee.
6.7 Congregations are encouraged to recognise the extra preparation required for some special services.
6.8 When the ‘home’ minister supplies the pulpit of the visiting minister (exchange of pulpits) a fee is not normally paid. For an exchange of pulpits, the expenses of both ministers are the responsibility of the inviting congregation.
6.9 Where there is no ‘home’ minister to exchange, then the GA recommended fee should be paid by the inviting congregation along with any additional cost of providing a pulpit supply for the congregation of the invited minister. The responsibility for finding such a pulpit supply normally rests with the invited minister.
6.10 When a minister is invited to take a District service, the normal fee and expenses should be paid by the District Association.
- Lay Pastors and students for the ministry should be paid the GA recommended fee and expenses when they conduct services.
6.12 Lay Worship Leaders are entitled to the GA recommended fee plus expenses. Some regard this as purely voluntary service and do not wish to receive a fee. They can ask the local treasurer to send it direct to some designated body (which may be the District Lay Preachers’ Association). Some Districts have an arrangement whereby lay worship leaders have their expenses met from a travel pool to which congregations contribute.
Fees for OTHER OCCASIONAL Services (e.g. Rites of Passage)
6.13 Although the GA circulates occasional information from other denominations, it is recognized that such fees must normally be set locally due to differing requirements and resources. Different fees may apply to members and non-members of the congregation.
6.14 When an occasional service takes place in the church or chapel, some congregations agree on an inclusive fee, which the minister or other appointed person collects and distributes. This should normally cover the services of the minister, organist, caretaker, use of the building, etc.
6.15 For a marriage service, the inclusive fee should also include the fee due for the registration of the marriage where there is an Authorised Person (in England and Wales); and such other fees as are due in Scotland or Northern Ireland. And in the case of a funeral, any fees or payments due where there is an interment in the Church or Chapel graveyard.
- Most ministers do not charge a fee for a baptism (naming ceremony) or similar, when it takes place as part of normal worship in their home congregation. Fees and expenses should be offered to a visiting officiant.
6.17 The congregation may make a charge for the use of the building.
6.18 Any waiving or reduction of fees is entirely a matter for ministerial/ local discretion. A donation to the church may be suggested when fees are reduced or waived.
6.19 Fees for professional services outside of the church and congregation are a matter for the minister’s discretion.
7. WORKING TOGETHER
Working Conditions and Time
7.1 Ministers are normally expected to work five days and have two rest days per week.
7.2 Ministers should advise the relevant committee on how they prioritise their time, and give regular reports on the various aspects of their work. These reports should include work undertaken and future plans, as well as some indication of work at district and national level, and in the local community. It is recognised that the detail should not breach aspects of confidentiality.
7.3 The minister’s two rest days should be respected. Congregations should ensure that two rest days per week and a full holiday entitlement, as recommended by the GA, are taken.
7.4 Pro-rata arrangements should be agreed where the ministry is part-time.
Events
7.5 If the attendance of the minister is desired, they should be consulted when fixing times and dates. Other ministerial duties may occasionally prevent a minister from attending events, even though there has been prior consultation. Where the minister is fixing dates/times, consultation with the officers and/or committee should avoid clashes.
7.6 In situations where a minister serves more than one congregation, it is desirable that all the congregations consult with each other before making plans for the minister to attend an event. The value of a joint managing committee that meets regularly is not to be underestimated.
Visitors and Entertaining
7.7 Congregations should, where appropriate, offer adequate hospitality to visiting guest speakers or preachers. It should not be taken for granted that the resident minister or family provides this. If the minister does provide hospitality, the congregation should offer to defray the financial outlay involved.
Minister and Committee
7.8 Whilst, under the provisions of the Trust Deed or Constitution, ministers may or may not be a member of the congregation or committee, they should attend committee meetings, but not vote. There may be circumstances when it is reasonable and desirable for the committee to meet without the minister.
7.9 It is good practice to have regular reviews of the relationship between the minister and the congregation, and the ways in which they are meeting each other’s needs. This is usually best done in meetings with representatives of the committee and the minister, where all are prepared to be open and frank, though, of course, courteous in their comments.
7.10 Committees will usually be found ready to respect their minister’s opinions, but if they cannot see their way to follow a lead, the minister should be prepared to accept their decision. The minister should be careful not to exaggerate the importance of such differences. However, if a difference is one of principle, the minister may consider whether acceptance is consistent with continuing as minister of that particular congregation.
The Minister and General Meetings of the Congregation
7.11 Local custom and the Rules and Trust Deeds of congregations vary on the matter of whether a minister is, or may become, a member of the congregation. Some ministers choose to do so. If the minister is a member, it is best to avoid participation in any capacity other than as minister.
7.12 It is desirable for the minister to attend annual general meetings of the congregation in an advisory capacity, perhaps withdrawing when there is to be discussion related to the minister.
7.13 A minister may remain as a subscribing member of a former congregation to keep up interested contact, but he or she should not participate in that congregation’s affairs (see Chapter 11)
7.14 Congregations should not ask or expect a minister or members of their family to make financial contributions to congregational funds, though they may contribute if they wish.
Minister and Congregation Sharing
7.15 It is the responsibility of the minister to assess his or her own personal interests and talents, and to continue professional training when opportunity or need indicates (see Chapter 10). The minister should also assist the congregation in developing other leadership skills, particularly in spheres where the minister finds it difficult to be active or effective.
7.16 Some tasks can and should be done by lay-folk. Ministers should not be expected to be responsible for administration, congregational finances, or caretaking, for example. Not only does this divert the minister’s energies from the real work of ministry, but it reduces the involvement of members in the life and work of the congregation. Ministers should encourage members of the congregation to accept responsibility for predominantly administrative tasks and also some pastoral ones, such as regular visiting of the housebound; this can strengthen the life of the congregation. The effectiveness of ministry can often be assessed by the way the life and administration of a congregation continues during a subsequent interregnum.
7.17 Reports of congregational activities for local and denominational press should not normally be expected of the minister. Matters which come under the broad heading of publicity and outreach (e.g. letters to the press on matters of public concern, appearance on local radio, press release for a special service) can, of course, quite properly fall within the minister’s sphere of activity. Each congregation should have a press officer.
7.18 In making a public statement the minister should be careful to distinguish between personal views and those of the congregation. It is inadvisable for a minister to send letters to the press on official church notepaper, when expressing personal views.
7.19 There are some matters (e.g. editing and/or producing the congregation’s newsletter, public relations), in which a minister may wish to be involved, albeit sharing some of the work with lay members. This should be discussed and agreed in each individual case.
7.20 The minister should endeavour to keep in touch with denominational concerns by attending District and General Assembly events, ministers’ meetings, ministers’ conferences, in-service training courses etc. and congregations should meet the expenses involved. However, ministers should balance the time taken in local ministry with that taken by such involvement and be open with their congregation about such involvement. (See also 8.14)
Ministerial Freedom and Responsibility
7.21 Freedom of the pulpit is a fundamental element of our Unitarian and Free Christian tradition. Ministers should remember that by virtue of their office they act in a representative capacity. Their lifestyle and their published utterances affect not only their congregational fellowship, but also the public esteem in which both their congregations and the whole movement are held. They should reflect carefully upon the implications of their actions.
7.22 Controversial issues of the day are best entered into as a shared concern of minister and congregation. In some cases a congregation may consider an ‘unpopular image’ an advantage, but a minister should avoid bringing a congregation into a notoriety they do not desire.
7.23 A minister should respect the traditions of a congregation. Change may be welcome, but is best done in consultation with the congregation. Where a matter of principle or conscience is involved this should be discussed and resolved before an invitation is accepted.
7.24 Ministers should respect the sanctity of their church or chapel premises as carefully as they would wish their lay members to do.
7.25 In matters of administration, business and correspondence, ministers should be attentive to detail and prompt.
7.26 Ministers should refrain from discussing the shortcomings of their predecessors, and from using the pulpit or newsletter as a platform from which to air their views about any local difficulty in the congregation.
7.27 Just occasionally it is necessary to speak from the pulpit on matters of principle concerning ‘local difficulties’. This should be done with extreme care.
7.28 Ministers on denominational committees may acquire confidential information about other ministers, congregations or individuals. This should be treated with absolute discretion.
8. OUTSIDE THE MINISTRY
The Minister’s Partner
8.1 Any minister’s partner should be regarded and treated by both congregation and minister as an individual who is separate from but deeply affected by the conduct of the ministry and by the relationship between the minister and the congregation(s).
8.2 A minister’s partner may be interested in and become involved in congregational affairs, but it should be recognised that this is in a purely voluntary capacity. Involvement should not be expected as a matter of course, nor should a partner expect to exercise responsibility by virtue of their position.
8.3 A partner may have a full-time career in another field, and their relationship does not necessarily mean that the partner is a committed Unitarian or even a keen church member.
8.4 If members of congregations wish to communicate with their minister, they should do so directly whenever possible and not through their partner.
- It is not recommended that the partner serve on the same congregational committee(s) as the minister.
The MINISTER IN other organisations
8.6 Individuals recognised on the GA Roll of Ministers and Lay Pastors may not serve concurrently as a minister or other religious leader or church official of another religious denomination or movement either on a paid or voluntary basis. Leadership roles in the Non-Subscribing Presbyterian Church of Ireland, the Unitarian Universalist Association, and the General Baptist Assembly are exclusions from this policy. This exclusion does not include organisations that expect adherence to a particular belief or faith stance, or loyalty or obedience to a particular person or body.
8.7 An individual on the GA Roll who takes up a leadership position in another religious denomination, not excluded above, shall be given a written warning. If they do not relinquish the other position within six months of the warning, they will be removed from the GA Roll and lose all privileges and rights associated with that status.
Outside Paid Work and Other Commitments
8.9 In general, outside paid work is undesirable in the full time ministry.
8.12 If extra activities are undertaken, they should be carefully regulated so that they in no way impinge upon ministerial time, effective ministry, or availability.
- Congregations should be advised of any paid work undertaken and, where appropriate, be consulted before accepting any outside paid work
Serving the denomination
8.14 Congregations and ministers are urged to accept their denominational responsibilities in every practicable way. Ministers and lay delegates should be encouraged to attend General Assembly and District Association meetings, and, where appropriate, take office, accept nomination to committees or undertake denominational tasks.
9. SPECIAL MINISTRIES
Interim/SHORT TERM Ministries
9.1 Between the departure of a minister and the appointment of a successor, there is sometimes a need for a breathing space. In such circumstances a congregation may appoint an interim/short term minister for a specified period (up to two years).
9.2 The interim/short term minister can act as a facilitator, advising the congregation on procedures in their search for a new minister and generally preparing a congregation for a new ministry. The interim/short term minister will only advise – choice is a matter for the congregation alone.
9.3 A congregation should not normally consider, as a candidate for their full time minister, a minister who has been an interim/short term minister with them, nor should the interim/short term minister normally consider candidating.
9.4 Information and practical advice on the availability of interim/short term ministers, and on the arrangements which need to be made, can be obtained from the Ministry and Congregational Support Officer of the GA. This should be the first step when seeking an interim/short term minister.
Exchange Ministries
9.5 Opportunities may exist for Unitarian ministers in the British Isles to exchange, for periods from three to six months, with a Unitarian Universalist minister in North America. There have been several such successful exchanges arranged through the GA and the UUA, who can recommend ministers to each other.
9.6 The first step towards an exchange must be to consult with the Ministry and Congregational Support Officer of the GA. Information on procedure, financial implications, and the arrangements to be made can be given. The Ministry and Congregational Support Officer is also able to indicate what possibilities exist and help in making arrangements.
9.7 Ministers should not try to initiate exchanges without this consultation.
9.8 The success of such exchange ministries depends not only on goodwill, but also on careful planning. There must be a full exchange of information as well as a clear agreement on financial arrangements. Both the exchanging ministers and their congregations need to be fully involved in the preparation for exchange.
- Discomfort and disappointment can be avoided by careful and detailed exchange of information before arriving in the host country.
9.10 Care must be taken to allow for, and to make compensation for different practices in congregations of different traditions, for different ways of doing things, for the different laws of the two countries, and for the different systems of medical care and children’s education.
9.11 Usually the ministers and their families exchange houses, car and duties, with the annual holiday (or part of it) taken during the stay in the other country.
Other Special Ministries
- There are certain non-congregational appointments that are regarded as ministerial – such as when a minister is appointed to a district, a denominational post, a chaplaincy, or to a college post for training ministers. These Guidelines should apply, where appropriate, to these appointments.