This page (a work in process) provides information related to pastoral transition and vacancy, addressing these matters in three sections: exit of a pastor, vacancy (the time between regularly called pastors), and call process. You will find here numerous downloadable resources. If anything is unclear, please fell free to contact the bishop.

You can jump directly to the section that interests you by clicking: exit, vacancy or call process.

Exit ~ The Pastor is Leaving

There are many steps to the exit process with pastor, council officers, and the bishop/dean each participating at different points. The following chart lays out the recommended sequence of activity and who in the process has responsibility in each step. Also included are the download links for the relevant documents. The bishop may delegate some duties to the dean of the conference.

Here is some additional information about each of the documents mentioned. Everything here deals with pastors; once we have deacons under call in the synod, we'll develop documents appropriate to that roster of clergy.

• Pastor's Exit Checklist: Key information that should be transmitted by the pastor to the congregation.
  
• Transition Administration Information form: This form documents key information that should be relayed to an interim/successor pastor, bishop/dean, and congregation council.
  
• Attestation of Records and Financial Requirements: This form documents satisfaction of provisions *C9.08 and *C9.14. Attestation should be executed prior to the last day of call and transmitted to the bishop promptly.
  
• The secretary must attest that the parish register has been given into his/her custody and that the register is in good order, i.e., that it pastoral acts and membership rolls are complete and accurate. Additionally, the secretary attests that the most recent parochial report has been properly filed with the ELCA Office of the Secretary.
  
• The treasurer must attest that all financial obligations (e.g., loans, payments, compensation, damages, etc.) have been satisfied by both the pastor and the congregation (or that a mutually acceptable plan is in place to satisfy them).
• Exit Interview - Pastor: Exit interview with the pastor conducted by either the bishop or the dean.
  
• Exit Interview - Congregation Council: Exit interview with the pastor conducted by either the bishop or the dean.
• Departure Covenant: This covenant documents the departing pastor's intention to comply with †S14.19 and the congregation's acknowledgement of the same.
  
• Departure Covenant Letter to Congregation: Communicates to congregational membership the pastor's intent to comply with †S14.19 and the congregation's ethical obligations to support the departing pastor in that compliance. This is a template that may be adapted for local use, but the substance should remain the same.

Vacancy ~ Church Life Between Regularly Called Pastors

Who's going to preach? Who will visit the shut-ins? What happens if someone ends up in the hospital? These and many other questions are raised when ever a congregation faces pastoral vacancy. To help address these questions the following are provided.

• The Handbook for Pastoral Vacancy in the Congregation should be reviewed by congregation council and sections of it should be given to key lay leaders in specific areas. Some of the things mentioned in the manual are purely suggestions; others are explanations of constitutional mandates. It provides guidance with respect to

• appointment of an interim pastor,
• worship coverage,
• emergency pastoral care,
• visitation ministry,
• pastoral relationships, and
• matters of polity.


• The Vacancy Ministry Checklist can be useful in explicitly stating who will be responsible for critical aspects of ministry during a time of pastoral vacancy.

Interim Pastor

There is a lengthy discussion on interim pastorates in the Handbook for Pastoral Vacancy in the Congregation. This should be reviewed. Compensation for an interim pastor will depend upon the type of interim and the mutual agreement of the congregation and the interim pastor.

• When working on the compensation for a part-time interim pastor, you may find the Part-Time Interim Compensation Worksheet helpful, but you are not required to use it.
• When working on the compensation for a full-time interim pastor, review the Pastoral Compensation page. You may find the Definition of Compensation, Benefits, And Responsibilities for Ministers of Word and Sacrament Under Call helpful as a template for the contract, but you are not required to use it.

Worship

Planning Worship

Supply Preachers

How this is answered may depend upon the appointment of the interim pastor. Refer to the Handbook for Pastoral Vacancy in the Congregation (supra) for discussion and details. If the interim is not the regular preacher (which is usually the case), one may find a list of supply preachers here.

Communing Shut-ins etc.

A comprehensive guideline for lay Eucharistic ministry may be downloaded here (pdf).

Call Process ~ Calling a Pastor

This section outgrew this page. Click here for all matters related to calling a pastor.

If you are calling a deacon or would like more information about what a deacon could mean for your congregational ministry, contact the bishop.