Sample Proposal and Agreement for Conflict Intervention Rev. John Woods First Community Church Any Town, USA Dear Brothers and Sisters in Christ, Greetings to you in the name of Jesus, our Peacemaker! This proposal describes our services for a Conflict Intervention, which includes teaching, mediation, and consultation in response to the current conflicts in your church. Our church conflict conciliation services are provided through the Ministry Relations division of Peacemaker Ministries. As division director, I have prepared this proposal. I look forward to further conversations to finalize the dates for an intervention team visit once you have studied this document and taken the steps set forth below to engage the services of Peacemaker Ministries. Dave Edling, Senior Ministry Consultant is willing to meet with church representatives in the Any Town area on [date] to further discuss this proposal should you desire. Dave can be reached at [phone]. Conflict within a congregation can either tear it apart or provide three opportunities: to glorify God, to serve others, and to grow to be more like Christ. Our ministry is based on the firm belief that as Christians we are guided in our response to conflict by what God teaches us in the Bible. Consistently we find that the basic commandments and promises that provide a biblical response to conflicts between children, between spouses, and between Christian business people are the same commandments and promises that apply in responding to conflict in the church. When we are asked to assist a church in conflict, we seek to determine the root causes of the conflict and guide and encourage the church's professional and lay leaders to respond with biblical faithfulness. All aspects of working with a church in conflict are conducted in accordance with the "Rules of Procedure for Christian Conciliation" of the Institute for Christian Conciliation. A copy of these rules is included in Guidelines for Christian Conciliation, a copy of which is enclosed. The "Rules" are incorporated herein by reference as if set forth in their entirety. A consultation team is not an arbitration panel. We do not ask nor seek authority to make any binding judgments regarding individual actions on particular issues. Instead, we gather background information through personal interviews with key parties, facilitate meetings between parties who are ready to work toward reconciliation, and offer you our insights, analysis, and counsel to assist you in guiding your congregation toward a biblical resolution of matters. Church leaders who are responding to conflict frequently would like Peacemaker Ministries to assume total responsibility for resolution of the conflict. This we cannot, nor should not, do. While we will work with you to identify individuals involved with the conflict who would be key candidates for private mediation, it is the church's responsibility to actually confront those who need this course of action. In other words, since it is church leaders who hold ecclesiastical authority, you should not expect Peacemaker Ministries to replace in any way the responsibility that can be exercised only by the church and its appointed leaders. Although the Lord has blessed our ministry in this area, we recognize that our role is limited. We are to clearly and accurately teach and challenge listeners with God's Word; however, only God can grant repentance and change a person's heart (2 Timothy 2:24-26). The following will provide you with general information regarding our process for assisting a church in conflict: Team Approach We have found that the most productive and beneficial approach in responding to this type of conflict is to send a conciliation team of at least two people in order to draw from a wider range of gifts and counsel. In most cases the team would consist of one Certified Christian Conciliator trained in church conflict intervention, and one member who has special gifts or background to enhance the team's work. We may also propose one additional conciliator depending on the size of the church and the nature of the conflict. The final selection of team members will depend on your congregation's needs and schedule and on the availability of individuals experienced for your particular situation. Schedule We propose the following two-part process in working with your church. The first part would include four days, beginning on a Saturday. The second part, which could be during a second visit, would include three days, beginning on a Thursday, and concluding on the following Saturday with an oral report to the church's leadership or congregation (depending on the circumstances and outcome of the intervention). Before our first visit, church leaders would be asked to prepare and send to us various documents, statistics, and minutes of congregational meetings. In addition, several leaders would be asked to begin studying the book The Peacemaker by Ken Sande and completing assigned homework. Congregational members would be encouraged to keep the congregation in their prayers and plan to attend the all day seminar at the beginning of our first visit. Since the congregation needs to first consider the proposal and adopt it through a properly called meeting, and since the preparatory work of leaders and members takes several weeks, our first visit would normally be scheduled at least 4 to 6 weeks after the proposal has been accepted. We have found the application of six different components, depending on the church's size, polity, and unique circumstances, are usually appropriate for an intervention. THE FIRST PART (Four Days) 1. Peacemaker Seminar Our Peacemaker team begins with a five-hour presentation on the basic biblical principles of peacemaking. At the core of our ability to respond to conflict appropriately is a clear, common understanding of repentance, confession, forgiveness, confrontation, and negotiation. Attendance should be encouraged for everyone in the church and required for all key leaders (called, elected, appointed and informal). The entire church will then have a common understanding and reference point as we meet together and make recommendations. Additionally, we find that seminar attendees are often drawn to take unilateral steps towards reconciliation based upon what they have learned during this teaching time. Those who wish to meet with us in individual appointments find it much easier to discuss the conflict and to prepare for our interview meeting. If there is low commitment on part of key leaders and the congregation to attend the full-day seminar, we will not accept the request to provide the intervention services. 2. Group and Leader Data-gathering The team will meet separately with key groups, leaders and members over a 2 to 3 day schedule following the Peacemaker Seminar in order to gather information and to counsel. Our purpose is to reinforce the material presented earlier and to gain understanding of the following: leaders', members', and small groups' roles within the church identification of the major conflict(s) in the church how the conflict(s) developed how each individual or group contributed to the conflict(s) what biblical commandments and principles apply identify naturally gifted peacemakers within your congregation 3. Homework After presenting the seminar and meeting with various people, members and leaders will be given homework assignments to help them apply biblical principles to the conflicts in the church. Often, individuals will respond to God's Word and begin the reconciling process during this time period. In all cases, the homework helps prepare members for unilateral action or mediation. Change occurs as God's Word takes root in peoples' hearts and they apply His truths in their individual and corporate lives. While congregational members are completing their homework, the team members will study initial interview notes and other information available from church records (such as minutes, statistics, etc.). THE SECOND PART (Three Days) 4. Conciliation/Mediation The fourth component of the schedule (usually conducted on days 1 through 3 of the second part) may include a conciliation meeting between key individuals involved in one or more of the identified conflict(s). After gathering data, the team will identify some key individuals to involve in the conciliation process. If appropriate, the Peacemaker team may ask one or more congregational members to assist in the mediation as a way to train them to work with other parties in the church. If no mediation is arranged, the team will counsel key leaders to encourage them to take specific steps to lead the congregation in resolving its conflicts. 5. Reports The Peacemaker team will provide an oral report to the leadership of the church on the Saturday evening before leaving the site, and (if appropriate) to the congregation. In these reports, the Peacemaker team will share initial observations on the types of conflict identified and primary concerns. The team may make some initial recommendations. The Peacemaker team will provide a written report within 30 days of the second part. The report will describe conflicts that the team identified and any specific and primary concerns. Our team will seek to identify root causes and make long-term and short-term recommendations. Our goal is to produce a clear and biblically consistent report and make recommendations that will help the leaders to equip and assist your congregation to respond to conflict in a biblically faithful manner. Reports contain recommendations only and are not binding on the church in any way. 6. Ongoing Peacemaking and Follow-up Working through a congregational conflict is primarily the responsibility of the members of that congregation. Thus, the primary role of the Peacemaker team is to equip the members and leaders of the congregation to work through their conflicts. It is unrealistic to expect outside consultants to work with leadership in a concentrated visit and lead a congregation to working through all of its conflicts. It usually takes a congregation many months or years to develop its conflicts, and it usually takes weeks, months, or years for a congregation to work through its long-term conflicts. Part of our unique equipping concept is the identification and preparation of naturally gifted peacemakers within your congregation to continue to lead your peacemaking efforts after we are gone. Our ministry provides resources and training to help equip those in your congregation who are gifted to serve in these areas, and we will strive to identify and equip several leaders in your church for this important work. If the congregation is serious about resolving its conflicts in a God-pleasing way, and if you desire to use the gifted people that God has provided you, your congregation will want to affirm those identified and provide support for them so that they can continue to serve your needs. This may include sending some congregational representatives for more conciliation training. It may also include supporting these leaders by providing consulting services with one or more of the Peacemaker team members. Once a congregation invests in the process described above, it will want to make best use of its time and financial investment by committing to follow-up. Follow-up is important because it creates a sense of accountability and gives the congregation a chance to review its progress with the trainers who helped them set the course. Follow-up can be provided in two ways. First, a follow-up visit to your church may be scheduled by one or more Peacemaker team members to provide on-site consultation and review. Second, leaders who have been identified and charged with the responsibility of leading the congregation through on-going peacemaking efforts can be better equipped with a consulting agreement with one or more of the Peacemaker team members. This proposal includes 5 hours of consulting time with the Peacemaker team leader. Cost Our fee for a conciliation team, full-day seminar, data-gathering, conciliation meetings and/or individual leadership counseling, written report, and five hours of after-visit consultation is $XXXX plus expenses. Expenses anticipated include round-trip airfares for each visit, rental car, meals, lodging and written resources for your members and leaders. Each person attending the one-day seminar will receive a seminar study guide. This proposal includes the cost of XXX study guides, and additional study guides will be provided at a cost of $X each plus shipping and handling. In addition, this proposal includes the cost of providing XX of your leaders with a copy of The Peacemaker book and workbook (one set is enclosed with this proposal). Additional copies of these resources can be purchased at a cost of $XX each plus shipping and handling. We ask that all key leaders read The Peacemaker by Ken Sande as part of their commitment to this process. We require a $XXXX deposit 30 days before the first scheduled visit, expenses paid within 15 days of receipt of billing, and any remainder due within 15 days after the receipt of the written report. The cost of a one-person follow-up for 2 days is $XXXX plus expenses, and the cost of a two-person follow-up is $XXXX plus expenses. Hourly consultation fees after the five hours included in this proposal are charged at $XXX per hour by phone or $XXX per hour on site. Approval of Leaders and Members The agreement requires that this proposal be approved by your governing body. Nevertheless, because the effectiveness of this work requires cooperation from leaders and members, we strongly recommend that this proposal be approved by both the leaders and the members at a congregational meeting. Note that we will need a copy of your constitution and bylaws, and minutes of the meetings where this proposal is approved, prior to our acceptance of the case. I hope this letter provides you with the additional information you need to determine how to proceed with the proposed Conflict Intervention. Please contact me, or my assistant, Ms. Tricia Feralio, with any further questions or concerns. If you accept this proposal, please have the authorized church leaders sign the attached page and return it to Peacemaker Ministries with the deposit before [date]. With the agreement, please enclose a copy of your constitution and bylaws and a copy of the minutes of the meeting accepting this proposal. PLEASE NOTE: To help us schedule our work with you as quickly as possible, please call our office to let us know that you are sending your deposit and approved agreement. This will help us to assign qualified conciliators to your case and begin to coordinate schedules between the conciliation team members and your congregation. Whether or not you decide to involve our ministry in the resolution of this conflict, we will pray that God will grant you wisdom and reconciliation within your church. Sincerely in Christ, Rick Friesen Director, Ministry Relations