In The Interim

A Step By Step Guide
For Congregations and Ministers

When the Minister Leaves

News that a minister's days among the congregation are drawing to a close—whatever the reason—always triggers a variety of emotions among parishioners. This one will be grieving over the loss of a person who was central to the religious community. That one will be relieved. If the minister is leaving under pressure, chances are some people are feeling guilty, some vindicated, others angry. Regardless of the circumstances, after the dust settles most people's more considered response will be uneasiness, uncertainty: what does the congregation do now?

In the Interim is designed to guide the congregation’s leadership toward an answer to that question. Although the loss of a minister is difficult, it also opens up new opportunities. The one- to two-year period it usually takes to find a new minister can be an exciting, even transformative, when devoted to self-examination and institutional renewal.

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Unique Opportunity, Common Problems

Rarely in the life of any human institution—congregation, business, nation, or household—is there such a chance to begin anew. The interim period between called ministers offers such an opportunity, providing the breathing space during which a congregation can review its goals, assess its programs, consider the quality of its life in common, and “tune up” for a new era. A palate cleanser, if you will.

Although people’s natural instincts will be to simply “hold the fort” in the mean time, certain factors will operate nevertheless. Emotions may swirl around the departed minister, and fault lines open among factions. As the power structure realigns, some leaders step back and others step forward to fill the power vacuum caused by a ministerial vacancy. Anxieties surface over having to fill the pulpit and to provide for pastoral care, rites of passage, and administrative oversight. Canvasses may fall short, the church staff feel overwhelmed, momentum stall, and anxiety-driven conflict rend the fabric of congregational life. Compounded, these stresses will weigh heavily on the next called minister.

Only in the last twenty years or so have many religious institutions—Unitarian Universalist, Roman Catholic, Lutheran, Episcopalian, Presbyterian, United Church of Christ, American Baptist, and synagogues Reform, Conservative, and Orthodox—developed consistent strategies to deal with the phenomenon of transition in ministerial leadership. Why? Because mobility in ministry, as in most professions, has markedly increased. (The median length of stay of a called minister in a Unitarian Universalist congregation is now eight years.) In response to research conducted by the Alban Institute of Bethesda, Maryland, the UUA’s Settlement Office began to urge what it had only rarely advised before: that every congregation seeking to replace a minister who had departed for any reason hire a transitional minister for the interim between called ministers. What the Alban research had established was quite clear: congregations that do not hire an intentional interim minister for the transition between called ministers often find themselves having called an unintentional interim minister instead. At best the next minister will have heavy going. At worst the minister will not last. And indeed, among us the practice of hiring an interim minister has proven so successful that in the last five years only one or two congregations per year that could have hired an interim minister have not done so. In all but three cases their experiences during that year led them to extend their interim period in order to hire an interim minister for the following year.

To enable congregations to heal and to enrich their sense of religious community during this transitional period, the specially trained interim minister seeks to:

• bring the reassurance that a seasoned professional is working with the congregation. Momentum will not be lost. The search for a new minister will not be unduly pressured. The disaffected can return freely.
• deal with "termination emotions" surrounding the former minister who, whether liked or disliked, was at the center of a web of relationships now tender, often torn. Unless these emotions are discharged, they will "dump" onto the incoming minister.
• help the congregation review its operations and clarify its goals. The new called minister will thus find a congregation tuned up and ready to move ahead, instead of waiting for the new minister to define and inspire it.
• model a different but still successful style of ministry, thus showing the congregation (for many of whom the departed minister may have been the only UU minister they’ve ever known) that more than one ministerial style can be effective.

Additional guidance on the possibilities offered by an interim ministry can be found in a fine book on the subject designed for lay leaders, published by the Alban Institute: Temporary Shepherds: A Congregational Handbook for Interim Ministry, edited by Roger Nicholson, available from the UUA Bookstore.

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The UUA's Interim Ministry Program

There have always been ministers available to fill a vacant pulpit until a new minister is called. However, recognition of the complexities inherent in this period has led the Unitarian Universalist Association’s Settlement Office to develop a specialized program for ministers who make interim work their calling. Ministers who complete the program are awarded the Accredited Interim Minister (AIM) designation, attesting to their competence in the primary work of parish ministry and as resident consultants, able to assist congregations in reviewing and revitalizing their operations. In addition to the abilities to carry out the normal responsibilities of congregational ministry, including worship and pastoral care, they possess specific skills in:

• assisting the congregation in claiming and honoring its past and in healing its griefs and conflicts
• illuminating the congregation’s unique identity, its strengths, its needs, its challenges
• clarifying the multiple dimensions of leadership, both ordained and lay, and aiding the congregation in navigating the shifts in leadership that accompany times of transition
• renewing connections with available resources, within and beyond the UUA
• enabling the congregation to renew its vision, strengthen its stewardship, prepare for new professional leadership, and engage its future with anticipation and zest

Ministers who have been admitted to this program and are currently involved in prescribed training are referred to as Accredited Interim Ministers-in-Training (AIMITs). To learn about the requirements for admission to and completion of this program, see Appendix C.

The number of congregations requesting interim ministers always exceeds the number of AIMs and AIMITs available. The gap is filled by ministers in various circumstances: new seminary graduates, transfers into our ministry from other denominations, returnees to the parish from other work, recent retirees seeking only temporary posts, and ministers growing restive or discontented in their current settlement and believing a year's temporary position preferable to continuation in place.

Clearly, the choice of an AIM or AIMIT increases the likelihood of a successful interim. It should be noted, however, that except under most unusual circumstances, no interim minister arrives untrained. The Settlement Office conducts an annual summer "Orientation to Interim Ministry," in which every new interim minister, even if intending to serve only a single interim year, is expected to participate. Ministers commit 1.5 percent of their salary (i.e. salary plus housing allowance) toward the cost of the Orientation (see the UUA-recommended contract in Appendix B).

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Finding And Hiring An Interim Minister

Unlike a called minister, whose “call” comes from the congregation as a whole, interim ministers are hired by the governing board. Because an interim minister’s placement is only temporary, because the time between the minister’s announcement of departure and the interim’s desired arrival is short, and because the demand for AIMs, AIMITs, and other experienced interim ministers exceeds the supply, the interim hiring process is simple, brief, and competitive. For the usual August or September start, applications received in the Settlement Office by April 15 that meet the conditions described in “Compensation and Other Contractual Matters” (below) will be eligible for the early preference pool for AIMs and AIMITs. Otherwise, applications will receive first come, first served consideration.

The Settlement Director strives to supply to each congregation a list of interim ministers most capable of serving it well, taking into account both the terms of its offer and the needs of all congregations from which have been received. A congregation interested in being served by a particular interim minister is asked to direct its interest to the Settlement Office, not to the minister. Ministers are specifically discouraged from sub rosa politicking among congregations for an interim position.

The recommended process, step by step:

The governing board . . .

• or sometimes the congregation, votes to hire an interim minister
• considers the challenges the congregation faces and completes an on-line Application for Interim Minister (Appendix A) to the Settlement Office
• appoints an interim task force, often a board subcommittee, to identify and recommend to the board the appropriate interim minister

The interim task force . . .

• readies an informational packet
  The task force’s packet will include: several recent orders of service, several current newsletters, the annual report, budgets for the current and preceding years, the by-laws, a church directory, any current short- or long-range plan, the departing minister's resignation announcement, the proposed interim contract, the names of District or UUA staff members familiar with the congregation as references, and information on the locale

The prospective interim minister . . .

• completes the on-line Application for a Ministry Position and Ministerial Record, and the Application for an Interim Ministry Position (Appendix D), and readies an informational packet
  The minister’s packet will include: sermon texts, sample newsletter articles, perhaps a reflection on the role of the interim minister, the names of board members of current and former congregations as references, and a photo that may be used for publicity purposes if agreement is reached

The Settlement Director . . .

• lists (usually) three appropriate ministers, making their Ministerial Records available on line to the task force

The interim task force . . .

• after studying the Ministerial Records, determines its interest in each minister, and delegates one member to call each to discover reciprocity of interest
• exchanges packets by overnight express with ministers in whom it is interested
• reviews the packets and calls all references, including UUA Field Staff of the candidate’s current District, whether listed as a reference or not
• calls additional references it may have turned up in speaking with the references the minister provided
• conducts a conference call by appointment, all committee members present, with each minister with whom there is mutual interest, reviewing the proposed contract as part of the phone conversation
• decides upon its favored candidate, informs the minister of its decision, and exchanges executed documents subject only to
  • approval by the governing board
  • satisfactory criminal conviction background check
• if desired, within the week brings the minister into town at the congregation’s expense; this visit can also include a search for rental housing
• presents the minister to the board in conjunction with this visit, if any, or otherwise immediately
• returns packets promptly (within one business day) to those not selected

The governing board . . .

• satisfies itself that the task force has done an adequate job of checking reference and conducting a background check
• reviews and acts on the recommendation, up or down
• if the decision is affirmative, approves the contract, negotiating within hours such points as may remain; agreement has not been reached until a contract has been signed by both parties (see Appendix B)
• if the decision is negative, directs the task force either to seek agreement with its second choice or to ask the Settlement Director for an additional list

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  Compensation and Other Contractual Matters

"Salary plus Benefits and Expenses” vs “Total Cost of Ministry"

For many years, the compensation of UU ministers has been denominated by the Total Cost of Ministry (TCM) and its components. Those included salary, clergy housing allowance, contribution in lieu of FICA, retirement plan contributions, insurance premiums (life, health, dental, long-term disability), and a professional expense allowance. Effective for positions in ministry to be filled on or after January 1, 2005, the Settlement Office denominates compensation by a more standard salary plus benefits approach. Under this approach, compensation will be listed in terms very close to those used to describe the compensation received by the vast majority of employed persons: as salary (including clergy housing allowance) plus a standard array of benefits and professional expenses recommended by the UUA Church Staff Finance Office.

In order to become familiar with the new, and for most layfolk far more comprehensible, approach to ministerial compensation, please see the material on the topic in the Settlement Handbook. The UUA expects congregational compensation of interim ministers to meet Fair Compensation status, with AIMs and AIMITs being compensated at midpoint for the size of congregation served.

Vacation Guidelines

Because career interim ministers must spend half the summer each year in the arduous task of relocating, and because they often seek to counteract the loneliness of their chosen field by maintaining a permanent residence to which they return for renewal, AIMs and AIMITs expect two months of paid vacation. The most common arrangement is for a congregation to pay its departing minister through July, and to pay the interim minister from August through the following July, with the initial and final months designated as vacation. Similar in result but more flexible still is for a congregation to contract with its interim for ten months of service, paying for it over twelve months.

Interim ministers in search of a permanent position often keep to the more usual schedule typical among called ministers: one month vacation plus one month "on call," with the on-call time allocated in part to three or four pre-candidating weekends plus a candidating week.

Moving Expenses

When an interim minister must relocate in order to reside within fifty miles of the church to be served, the church should expect to provide 100 percent of all eligible relocation expenses actually incurred, up to 10 percent above and beyond salary plus housing. Eligible expenses include the minister’s transportation to the interim site by air, rail, or car, with lodging and meals (at reasonable local rates) en route, and moving by a licensed moving company of the minister's professional materials, personal items, household effects, and automobile. It is the minister's responsibility to keep accurate records and accompanying receipts.

Other Contractual Matters

The recommended interim ministry contract in Appendix B is brief, as befits an engagement arrived at with dispatch. Note that it incorporates by reference the customary relationship between a minister and a congregation, and the obligations of each, as described in Model Agreement B in Recommendations Concerning Ministerial Agreements.

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The Interim Year Begins

Introductions Are in Order

The way a congregation is informed about the interim minister selected by the governing board will go far in determining congregational response to that ministry. If the announcement feels like business as usual – just a few lines in the newsletter – the congregation will be unprepared to take advantage of the opportunities that lie ahead. The enthusiasm of the congregation’s leaders can be contagious. While the format of the introduction is limited only by the leaders’ imagination, the spirit should be celebratory.

The Interim Minister Arrives!

The arrival of any new minister, interim or called, senior, associate, or assistant, is cause for celebration, and an opportunity for the congregation to act upon its commitment to the well-being of others. Even if congregational activities have subsided for the summer, the welcoming committee should be able to muster assistance in getting settled, help in unpacking, a casserole, a street map, the name of a trusted doctor or dentist. Such warmth and thoughtfulness will set the tone for a relationship of mutual care.

The committee that sought out the interim minister and recommended the minister's hiring to the governing board often acts as the Committee on Ministry or a Transition Committtee, at least for the first few months. The minister can offer guidance in tailoring the committee's function to meet the needs of an interim ministry. A truly supportive committee can do a great deal toward maximizing the benefits of the interim experience.

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The Interim Minister And The Ministerial Search Committee

The effectiveness and integrity of the interim ministry rest upon the twin facts that the minister wasn’t there before and won’t be there long. To maintain the integrity of their role, all interim ministers pledge three things, without which no interim ministry contract will be considered valid (see Appendix B):

• Every interim minister agrees not to become a candidate for that congregation's called ministry. This limitation both assures the interim process the time to complete itself, rather than terminating prematurely in the warmth of candidating, and it also avoids placing the interim minister in a crippling conflict of interest: only because the interim minister is in no way a candidate for a permanent position can the ability to speak in candor, without risk of reprisal be assured.
• Every senior or sole interim minister agrees not to serve a congregation for more than two years. The standard contractual period is one year, constituting ten months on site. These time limitations guarantee the interim minister's objectivity and create a beneficial sense of urgency; both the interim minister and the congregation are more likely to engage in creating healthy change if they know that their time together is short. In rare cases the period of service of interim MREs, associate, and assistant ministers may be extended, but only with the approval of the Settlement Director in consultation with UUA Field Staff.
• Every interim minister agrees not to discuss specific prospective candidates for the called ministry of the congregation with the ministerial search committee. Again, the primary reason is to avoid giving one candidate (someone the interim minister may know) an unfair advantage—or disadvantage.

Nevertheless, the ministerial search committee is by no means abandoned. Its main source of counsel during its search is the District’s Ministerial Settlement Representative. Jointly nominated by the UUA District Board and the Chapter of the UU Ministers Association, the MSR is a volunteer appointed by the Settlement Director to guide congregations in search. A collaborative relationship between the MSR and the interim minister will benefit the search committee in its work. The interim minister is encouraged to assist the search committee by:

• offering pastoral care to the search committee
• bringing congregational concerns to the notice of the search committee
• coaching the search committee on communications with the congregation
• offering response to the committee’s Congregational Record and ministerial and congregational profiles
• writing a “Letter from the Interim Minister” for the search committee’s packet
• participating in a mock interview or acting as process observer as the search committee conducts a mock interview with a neighboring minister
• preaching on the nature and role of ministry
• witnessing for a realistic ministerial agreement and fair compensation

Any other involvement of the interim minister with the committee must be with the agreement of the MSR and the Settlement Director.

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Evaluation

In light of the importance to the congregation’s future of adequately accomplishing the interim tasks, the Settlement Office requests evaluation of the congregation’s progress, both by the interim minister and by the lay leadership, by February 15 and June 15 of every year the congregation is “in the interim.” Each of these evaluations reviews progress made toward goals set at the beginning of the interim. Forms for the process are appended (see Appendix E).

Mid-interim evaluations offer, too, the opportunity of a mid-course correction to both the minister and the lay leadership. Conducted in an atmosphere of openness and candor, evaluations should bring to the surface any early miscues or disappointments, and enable the most successful interim possible. End-of-interim evaluations, to be completed before the conclusion of the ministry, may be cursory unless the results are likely to be sharply different from the previous, mid-term evaluation.

Evaluation results not shared with all whose work is being evaluated are without value. In addition to reviewing progress toward goals, evaluations when shared are valuable models of creative interchange between minister and congregation, giving the leadership essential practice, on a relatively “no-fault” basis, in saying critical things to its minister in an (ideally) constructive way.

The Settlement Office is not interested in receiving after-the-fact complaints about an interim minister. No amount of hindsight can ever disentangle the tight interweave of congregational and ministerial responsibility for things not going perfectly. Whatever challenges or disappointments the interim period provides are best seen as learning opportunities for minister and congregation.

When the Settlement Office may be of further assistance, please e-mail or phone us. We are here to be of service in the “in-between” times.

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