Roles
A note to search teams: some of these items are easily bundled into a larger role. They are separated here so that the list of tasks and roles is clear. Each search team is free to combine and assign the roles in the way that works best for them.
Detailed Description of Search Team Tasks from a Role-Based Perspective:
Chair: The chair or convener of the search team monitors the work and progress of the search team, setting meeting agendas, communicating with the board and interim minister, facilitating meetings, and acting as liaison to the Congregational Transitions Director. The chair supports the work of the search team with their tasks, as needed, is seen as leader by the congregation and search team, and initiates (or is copied on) all communications with the Congregational Transitions Director and Transitions Office. Some search teams have elected co-chairs. Timing: The task is ongoing throughout the search process.
Communications: The communications person is responsible for recording decisions of the search team and for sharing information with leadership, the wider congregation, and ministers. The person with the communications role should share information with the website specialist or congregational administrator to be publicized to the congregation. Often, one person is the minute-taker and decision-recorder for the group’s internal records while someone else does the outward-facing pieces of the communication. Any minutes should be deleted and/or shredded at the end of the search process.
Treasurer: Most often, this is the person on the search team who takes care of and maintains records of finances, making sure payments are made and that prospective ministers and search team members are reimbursed in a timely way. A separate checking account should be set up for the search team to maintain the confidentiality of pre-candidates’ identities. Timing: The task is ongoing throughout the search process.
Website Specialist: Note: This is a public task in many ways and may be filled by a person or persons not on the search team, such as a staff member or a communications volunteer. The communications coordinator(s) for the search team may take on this role, if desired. The website specialist is responsible for oversight of the congregation’s web presence during search. In addition to making sure the congregation’s website and social media presence are up to date, the web specialist often creates a special section on the congregation’s website specific to search.
Congregational Survey Coordinator: The congregational survey is a real opportunity for the congregation to move toward a different future with a new minister. The Transitions Office encourages the search team to collect basic demographic data from individuals and to ask ministry-related questions, emphasizing what the congregation needs more than what the individual completing the survey wants from a future ministry.
Feedback and Reflection (FAR) Sessions and Focus Group Coordinator: Surveys are not the only way to collect information about the congregation, though they are a good place to start. In-person meetings are open groups of congregants invited to come to a group conversation to provide an opportunity for people to hear and build on what others say.
Break Barriers, Build Beliefs Workshop Coordinator: “Break Barriers, Build Beliefs” (B4) is a program that grew from the legacy of “Beyond Categorical Thinking” (BCT) program during the pandemic, incorporating learnings from the UUA’s Commission on Institutional Change as published in Widening the Circle of Concern (June 2020). The BCT program began in the 1980s at the request of ministers who found bias and prejudice in the search process. “Break Barriers, Build Beliefs” is designed to help congregations in the ministerial search process.
Congregational Record Coordinator: The congregational record (also called a CR, search profile, or application) is in the MinistrySearch system. It is the search team’s opportunity to present itself to potential applicant ministers.
Documents Packet Assembler: While the congregational record is a series of questions, the congregational documents packet is a collection of documents. The documents will give applicant ministers concrete information from the congregation. One search team member should take the lead on this task.
Interview Coordinator with Prospective Ministers: The search team will hold interviews at two separate times with prospective ministers. The first set is usually done by video conference call after the search team has looked at all applicants and decided whom they would like to pursue further with an interview (mid-January). The second set of interviews happens over the course of the pre-candidating weekend (February-March).
Pre-candidating Weekends Coordinator & Hospitality Arranger: The search team is responsible for hosting pre-candidates and the candidate during the search process. Travel arrangements, housing, and transportation on-site are all issues to consider. Usually, one person acts as hospitality coordinator.
References and Research Calls Coordinator: References and reference checking are an important part of the search process. The search team usually has one person coordinating reference checks and several people working with that person.
Candidating Week Coordinator: Candidating week is the opportunity for the congregation to meet the ministerial candidate. The congregation has put a lot of trust in the work of the search team and is still looking to the search team for leadership.
Negotiating Team Member: The governing board appoints a negotiating team to prepare a draft of the ministry agreement into which the congregation and minister will eventually enter. The negotiating team may also be asked to recommend compensation (salary, housing, benefits) to the board, though ultimately the governing board is responsible for setting compensation.
