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Mutual Ministry Review for Rector and Parish:
A Process that Works

By Jeff MacKnight
St. Dunstan's, Bethesda
jbmacknight@verizon.net

Ministry review is a necessary part of our life together as congregations. It goes on all the time in informal ways, and that is as it should be. The typical model of an annual “performance review” is not recommended for Rectors and Vestries, because the relationship is unique and very sensitive. Likewise, the use of surveys and questionnaires is often unhelpful, as it tends to elicit a list of problems, or “gripes,” of varying degrees of importance.

A longer term of review makes sense for parishes and their clergy. Periodically, perhaps every 3 or 4 years, a thorough, intentional process of mutual ministry review between Rector and Vestry is appropriate. It is essential that this be done wisely, so that everyone feels heard and valued, and criticism can be offered constructively.

In the Diocese of Washington during Bp. Haines's tenure, a careful process was developed by Harvey Chaplin, a diocesan consultant. This process requires an outside consultant, and it takes considerable time and energy for the vestry, the wardens, and the rector. By taking this care, hard feelings can be minimized and the review can truly serve to strengthen the shared ministry of priest and parish.

The purposes of good Mutual Ministry Review are:

To celebrate what is going well and to identify what needs attention/change
To give clear and reliable feedback: “speaking the truth in love”
To identify lay and priestly leadership development needs
To minimize unrealistic expectations
To renew and/or establish goals and priorities for the next period of time
To deepen the Rector/Vestry relationship and enhance communication for the building up of the Body of Christ.

This process involves the Vestry, Wardens, Rector, and an outside Consultant.

Several aspects of this process are crucial. First, the rector never faces a 12-member vestry on the other side of the table. All vestry communication is funneled by the two wardens, who sit down with the rector. Second, the consultant sees all communications before they are received by the other party. Harsh or rash comments can be reconsidered before they do damage. Third, each party submits written affirmations of the other's ministry, followed by only a few key proposals for change.

This process ends with a carefully wrought memorandum of agreement between vestry and rector. The agreed-upon actions should be definable, feasible, and verifiable.

The process consists of 6 steps:

Step 1.

Consultant and Vestry (including Wardens) meet to begin sharing affirmations, expectations, and proposals for change involving the Rector.
Consultant and Rector meet for Rector to begin sharing affirmations, expectations, and proposals for change involving the Vestry.

Step 2.

Consultant and Vestry meet to build consensus around affirmations, expectations, and proposals for change involving the Rector.
Consultant and Rector meet to finalize affirmations, expectations, and proposals for change involving the Vestry.

Step 3.

Consultant, Vestry, and Rector meet to share findings and ask questions of clarification only.

Step 4.

Consultant and Vestry meet to prepare Wardens for negotiation with Rector.
Consultant and Rector meet to prepare for negotiation with the Wardens.

Step 5.

Consultant, Wardens, and Rector meet to negotiate a memorandum of agreement. This is a lengthy, unrushed meeting of 4 people only, held offsite.

Step 6.

Vestry, Wardens, and Rector meet to approve the memorandum of agreement and begin to discuss its implementation. (The Consultant is not generally present for this meeting.)