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Proposal for how the Pacific Community of Practice could function when the Pacific Region ends January 1, 2018. Created by Rod Seeger. Submitted for your perusal.

ASSOCIATION FOR CLINICAL PASTORAL EDUCATION, Inc.

Pacific Community of PracticePolicies and Procedures

Section I. DEFINITION AND ABBREVIATIONS 1: “Pacific Community” is the abbreviation for Pacific Community of Practice of the ACPE, Inc.

2: “ACPE” is the accrediting and certifying organization which the Pacific Community of Practice is associated with.

3: “Annual Continuing Education” is the community educational meeting of the membership of the Pacific occurring annually at which time continuing education and community of the Pacific may be conducted.

4. “Pacific Community Coordinating Committee” is the group elected to coordinate the activities of the Pacific Community of Practice.

5. “Pacific Community Coordinators” is the four elected people who are serving as the Coordinator, the Coordinator-elect (or past Coordinator), the secretary and treasurer.

6. “Pacific Community Coordinator” is the person elected to convene the Community Coordinating Committee and the business session of the Pacific Community of Practice.

7: All other definitions and abbreviations contained in this document are identical to those defined in ACPE Standards.

Section II. COORDINATION, IDENTIFICATION AND PURPOSE 1: The Pacific Community of Practice shall be governed by the Pacific Community of Practice Policies and Procedures, Pacific Coordinating Community, ACPE Bylaws, ACPE Governance Manual, ACPE Standards, and policies of the Board of ACPE.

2: The Pacific’s purposes shall be: a. Affirm and promote the ACPE Strategic Initiatives – 2017

1. Actively and intentionally seek collaborative relationships with faith groups, seminaries and other organizations involved in spiritu care education and practice. 2. Increase the number and diversity of ACPE certified supervisors in various contexts through a certification process.3. Increase the number and diversity of ACPE accredited CPOE centers in order to serve the needs of CPE students in various contexts utilizing an accreditation process.4. Provide professional development opportunities for members of ACPE and those organizations with whom we collaborate that utilize content experts from within and outside the association.


5. Ensure the most efficient stewardship of resources and integration of contemporary learning modalities, by actively using current technology, routinely exploring technological trends and when cost effective, implementing new technological applications.6. Through fund development and ACPE stakeholder input, build and endowment, nurture new and innovative programs and design and build a new ACPE headquarters.

b. To promote Clinical Pastoral Education as part of theological education and continuing education for ministry;

c. To facilitate the development of Clinical Pastoral Education programming within the Pacific;

d. To develop close working relationships between Centers, theological schools, ecclesiastical bodies, and public agencies;

e. To provide for continuing education for ACPE Members, persons in pastoral care professions, clergy, religious professionals and persons with interests in the fields of spiritual care and counseling;

f. To coordinate with ACPE, Inc. the receipt and disbursement of funds for charitable, religious, community and educational purposes.

Section III. MEMBERSHIP AND VOTING RIGHTS 1: Membership in the Pacific Community shall be open to all members of the ACPE, members of other spiritual care cognate groups who reside in the ten western United States who choose to join. Membership can include Seminaries, Agencies, Denominational/ Faith Group Members, CPE Supervisors, Supervisory Candidates, Clinical Members, Individual Members, Retired Members, and Student Affiliates who reside in the Pacific Community. All Members may attend the Pacific Community of Practice Annual Continuing Education Meeting.

2: Membership is maintained in The Community of Practice by ascribing to its Mission and by participating in its activities.

3: CPE Supervisors, Supervisory Candidates, Retired Members, Clinical Members, Individual Members, Seminary Representatives, and Denominational/ Faith Group Agency Representatives who have joined the Pacific Community shall have the right to vote at the Annual Continuing Education Meeting or any special gathering of the Pacific Community.

4: Only those who have joined the Community of Practice shall be eligible to serve as elected Officers and members of the Coordinating Committee and committees of the Pacific Community.

Section IV. MEETINGS OF THE MEMBERS 1: There shall be an Annual Continuing Education Meeting of the Pacific Community, which includes an educational and a business session. The date of which shall be set by the Community Coordinators. Notification of the meeting shall be sent to all members not less than thirty (30) days prior to the date of the meeting.


2: Voting Members shall elect the Pacific Community Coordinators, Pacific Community Committee Members, Standing Committee Members, and shall adopt the budget. Reports from the Pacific Community Coordinating Committee and Standing Committees will also be heard at the Annual Continuing Education Meeting.

3: Special meetings to consider specific business may be called by the Pacific Community Coordinator at the request of the Pacific Community Coordinating Committee. Notice of the meeting and its purpose shall be given at least fourteen (14) days prior to the date of the meeting.

4: A quorum shall consist of ten percent (10%) of the voting membership of the Pacific Community, which may include Members who attend the meeting utilizing internet online meeting technology.5: Meetings shall be conducted in accordance with the most recent edition of Roberts Rules of Order.

6: Voting by Proxy at any meeting of the members shall not be permitted.

Section V. LEADERS 1: The Pacific Community Coordinators shall consist of Pacific Community Coordinator, Coordinator-Elect or Past Coordinator, Secretary and Treasurer.

2: The Pacific Community Coordinator-Elect shall be elected for a single one-year term. The Coordinator-Elect shall succeed to the position of the Pacific Community Coordinator. The Pacific Community Coordinator shall serve for a single two year term. The Pacific Community Coordinator shall succeed to the position of Past Community Coordinator upon completion of her/his term as Community Coordinator. The Past Community Coordinator shall serve for a single one year term. The Past Coordinator is ineligible for election as Coordinator-Elect for a period of one year following the completion of her/his term in office. The Secretary and the Treasurer shall be elected for term of three year terms, and may be elected for one additional term.

3: Nominations for the Community Coordinator-Elect shall be made at a Nominating Convention held concurrently with the Annual Educational Meeting. All designated Pacific Community voting members attending the Annual Education Meeting shall be eligible to vote. Nominations shall be made from the floor of the Convention. By process of elimination, the Nominating Convention shall select two nominees for the office of Coordinator-Elect. The Nominating Convention is conducted by the Chairperson of the Nominating Committee. Pacific Community Voting Members shall elect the Coordinator-Elect by written mail ballot. The mail ballot shall be considered an extension of the Annual Meeting. The membership shall be notified within thirty (30) days after ballot tabulation. In the event of a tie, the candidates will draw lots to determine the Coordinator-Elect.

4: Duties of Pacific Community Coordinators: a. The Pacific Community Coordinator shall:

1) Preside at all Pacific Community coordinating meetings of the Pacific Coordinator Committee;

2) Appoint all committees or task groups not otherwise elected;


3) Appoint members to fill all vacant positions on the Pacific Coordinators and committees; 4) Serve as an ex-officio member on all committees; 5) Provide for adherence to the Mission, Bylaws and Standards of ACPE; 6) Represent the Pacific Community to organizations, institutions and groups related to the Pacific Community; 7) Have general responsibility for affairs of the Pacific Community as determined by the Pacific Community Policies and Procedures Manual, the Membership and the Pacific Community Coordinating Committee; 8) Serve as the Chairperson of the Community Coordinators; 9) Perform other duties as designated by the Pacific Community Policies and Procedures Manual, Pacific Community or the Pacific Coordination Committee.

b. The Community Coordinator-Elect/Past-Community Coordinator shall: 1) Serve as the Community Coordinator in the absence of, or at the request of, the

Community Coordinator; 2) Serve as the Community Coordinator if, by decision of the Pacific Community

Coordinating Committee, the Community Coordinator is unable to fulfill the duties of office;

3) Assume office for the remaining term of the Community Coordinator if that office becomes vacant;

4) Serve as facilitator of all educational programming of the Pacific Community; 5) Serve as an ex-officio member of the Finance Committee; 6) Serve as a member of the Pacific Community Coordinating Committee; 7) Perform other duties as designated by the Pacific Community Policy and Procedure Manual, Pacific Community or the Pacific Coordinating Committee.

c. The Secretary shall: 1) Record and keep minutes of the Pacific Community Coordinators Meeting; 2) Record and keep minutes of the Pacific Community Coordinators meeting; 3) Prepare and manage all correspondence of the Pacific Community Coordinators; 4) Catalogue and maintain all committee minutes, Pacific Community documents and pertinent information required for the functioning of the Pacific Community; 5) Serve as a member of the Pacific Community Coordinators; 6) Perform other duties as designated by the Pacific Community Policy and Procedures Manual, Pacific Community or the Pacific Coordinator Committee.

d. The Treasurer shall: 1) Serve as Chairperson of the Finance Committee; 2) Coordinate with ACPE regarding Pacific Community financial matters, and send recommendations to the Pacific Community Coordinators for action; 3) Report the Finance Committee’s recommended Fiscal Spending Plan to the Pacific Community Coordinator Committee for adoption; 4) In coordination with ACPE provide for the distribution of funds and payment of all bills

and obligations;


5) Report the Annual Membership meeting the status of the Pacific Community’s financial activity;

6) Regularly report to the Pacific Community Coordinator the status of Pacific Community funds held by ACPE. 7) Serve as a member of the Pacific Community Coordinators; 8) Perform other duties as designated by the Pacific Community Policies and Procedures Manual or the Pacific Community Coordinators.

Section VI. Staff

1: The Pacific Community Care Director shall be selected by the Pacific Community Coordinators and be given a contract to serve for two years. This contract shall be re-negotiated with the Pacific Community Coordinators prior to the completion of the two year term. The contract may be terminated by either party with ninety (90) days notice. The Pacific Community Care Director shall be a CPE Supervisor in good standing with ACPE and a member of the Pacific Community of Practice.

2: The Pacific Community Care Director shall be responsible to the Pacific Community Coordinators and shall perform duties determined by the Pacific Community Coordinators and outlined in the job description.

3: The Pacific Community Care Director shall provide support services to the Pacific Community Coordinators and Pacific Community Coordinating Committee.

4: The Pacific Community Care Director may employ other staff to serve the Pacific Community as is approved by the Pacific Community Coordinating Committee and made provision for in the Fiscal Spending Plan.

5: The Pacific Community Care Director shall: a. Shall communicate with ACPE regarding Pacific Community funds and assets; b. Serve as liaison with ACPE regarding financial needs of Pacific Community; c. Prepare a draft Fiscal Spending Plan for review by the Finance Committee; d. In coordination with ACPE prepare and render to the Treasurer regular and annual financial reports for reporting to the Pacific Coordinators and Finance Committee.

6: The Pacific Community Care Director shall represent the Pacific Community to its various publics as stipulated by ACPE Strategic Initiatives, directed by the Pacific Community Coordinators, or is necessary for the effective operation of the Pacific Community and wellbeing of the Membership.

7: The Pacific Community Care Director shall provide for the support and care of the Pacific Community Membership and the Centers of the Pacific Community.

8: The Pacific Community Care Director shall report on the status of the Pacific Community regularly to the Pacific Coordinators and offer recommendations for program development, management and operational improvements.


SECTION VII. PACIFIC COMMUNITY COORDINATING COMMITTEE 1: The Pacific Community Coordinating Committee shall consist of the elected Community Coordinators of the Pacific Community, Representatives, and up to eight (8) designated members elected to reflect the diversity of the Pacific Community (e.g., geography, ethnicity, gender). If possible the designated members should include at least one supervisor, one clinical member, one seminary representative, and one institutional representative. All Pacific Community committee chairpersons are advisory members of the Pacific Community Coordinating Committee with voice but no vote. a. The designated members shall be elected initially in staggered classes for a single three-year-term. b. A simple majority of all members of the Pacific Community Coordinating Committee shall constitute a quorum for the transaction of business at any meeting.

2: The Pacific Community Coordinating Committee shall recommend and implement Pacific Community policy, supervise staff, oversee the financial wellbeing of the Pacific Community, receive committee reports, coordinate committee activity in accordance with the Pacific Community’s goals.

3: The Pacific Community Coordinating Committee shall meet in conjunction with the Pacific Community Annual Education meeting and at the call of the Pacific Community Coordinator.

4: the Pacific Community Coordinating Committee shall act on behalf of the Pacific Community between annual educational meetings, subject to ratification on matters of policy, nomination, and fiscal plan at next scheduled Annual Educational Meeting.

5: The Pacific Community Coordinating Committee shall review and ratify the Coordinator’s appointment of persons to fill vacancies on Community Coordinating Committee or committees.

6: The Pacific Community Coordinating Committee shall appoint additional committees and task forces as needed.

7: There shall be Pacific Community Coordinators of the Pacific Community Coordinating Committee consisting of the officers of the Pacific Community (Coordinator, Coordinator-Elect or Past Coordinator, Secretary and Treasurer) with the Pacific Community Care Director servicing in an ex-officio capacity. The Community Coordinators: a. Provides for the coordination and smooth operation of the Pacific Community;

b. Serves as the Personnel Committee and shall annually evaluate the Pacific Community Care Director;

c. Recommends the employment, contract provisions and personnel needs to the Pacific Community Care Director for action;

d. May make decisions for the Pacific Community Coordinating Committee between their scheduled meetings based on urgency of the matter;


e. Serves as a consulting group to the Pacific Community Care Director on matters of personal, professional and ethical concerns;

f. Shall report actions to the Pacific Community Coordinating Committee for ratification.

8: The Pacific Community Coordinating Committee shall conduct its business in accordance with the Policies and Procedure Manual and the most recently published version of Robert’s Rules of Order. A simple majority of the Coordinating Committee present and voting shall constitute a quorum.

SECTION VIII. COMMITTEES Section 1: Committee Organizations: a. The Pacific Community Committees shall report to the Pacific Community Coordinating Committee.

b. Committees are: Development, Education, Finance, Professional Development, and Nomination.

c. Terms of office for all committees shall begin January 1 of each calendar year.

d. Members of all committees shall be eligible to succeed themselves for one additional term following completion of a partial or a full term on the committee. An appointed position and partial term constitute a full term in office. Committee member must rotate off a committee for one year prior to becoming eligible to return to the same committee as a member.

1: Development Committee: a. Shall consist of a Chairperson, and no less than five (5) but no more than eight (8) members, one-third elected each year for three-year terms. The Chairperson and Members shall be elected for a three-year term and may be elected for one additional term.

b. Shall develop and carry out suitable projects for the promotion of community operations of the ACPE strategic initiatives in service to individuals, institutions, seminaries, ecclesiastical bodies and the public.

2. Education Committee:a. Shall consist of a Chairperson, and no less than five (5) but no more than eight (8) members, one-third elected each year for three-year terms. The Chairperson and Members shall be elected for a three-year term and may be elected for one additional term.

b. Shall facilitate educational experiences for all the members of the Pacific Community of Practice utilizing the symposium format of education for all education events.

3: Finance Committee: a. Shall consist of a Chairperson who is the Treasurer, and no more than two (2) members. The Coordinator-Elect or Past Coordinator and the Pacific Community Care Director serve as Ex-Officio Members of the Committee. The Chairperson’s term shall coincide with her/his term as Treasurer. The Members shall be elected for a three-year term and may be elected for one additional term.


b. Shall assist the Pacific Community Coordinating Committee by formulating and proposing for adoption the financial policies and procedures for the Pacific Community.

c. Shall prepare and recommend a Fiscal Spending Plan for the Pacific Community Coordinating Committee for their approval and submission to the Membership at the Annual Educational Meeting.

d. Shall communicate with ACPE about the financial policies and funding plans and report to the membership.

e. Shall consult with ACPE regarding spending plan and fees for CPE programs and communicate to the Pacific Community information about student fees.

f. Shall consult with the Pacific Community about fees related to the Pacific Community.

4: Professional Development Committee: (May change as ACPE program develops)a. Shall consist of a Chairperson, and no less than three (3) but no more than five (5) members, one-third elected each year for three-year terms.

b. The Chairperson and Members shall be elected for a three-year term and may be elected for one additional term. The Chairperson shall be a CPE Supervisor. Members may be CPE Supervisors or experienced Individual Members who are not a student in Supervisory CPE or in the certification process.

c. Shall communicate the Professional Development Process to the Supervisors of the Pacific Community and coordinate the pre- and post- Professional Development Process.

5: Community Care Committee: a. Shall consist of a Chairperson, and no less than three (3) but no more than five (5) members, one-third elected each year for three-year terms. The Chairperson and Members shall be elected for a three-year term.

b. The Community Care Committee will work in coordination with the Community Care Director. The members of the Committee will be available to the members of the Pacific Community for purposes of providing support and care in distressful times that a Community member may be experiencing professionally or personally.

6: Nomination Committee: MAY CHANGE AS ACPE NOMINATION PROCESS CHANGESa. Shall consist of a Chairperson, and no less than three (3) but no more than five (5) members, one-third elected each year for three-year terms. The Chairperson and Members shall be elected for a three-year term,.

b. Shall make nominations for Secretary, Treasurer, Pacific Community Coordinating Committee and Committees; and shall conduct the nomination process and election process of the Pacific


Community accordance with ACPE Bylaws and the Pacific Community Policies and Procedures Manual.

c. Shall notify the Pacific Community Care Director of any vacancies in elected positions and recommend persons to fill the vacant post.

d. Shall notify the Pacific Community Membership of all elections.

e. Shall report all election results within 60 days to the ACPE national office in accordance with its established procedures.

Section IX RESOURCE SPECIALISTS: 1: History: a. The person shall be appointed by the Pacific Community Coordinator for a three-year (3) term and may be appointed to any number of successive terms.

b. The Specialist shall encourage appropriate gathering of historical documents and encourage writing on historical issues, personalities and influences in the Clinical Pastoral Education movement. The person shall provide care for the same.

Section X FINANCE: 1: The Pacific Community shall have authority to formulate an annual budget which includes creating a spending plan for the work of Pacific Community so as to: a. Support its activities through the work of its coordinators, committees, and Pacific Community Care Director.

b. Participate responsibly in the financial affairs of the ACPE.

c. Promote support and assistance for programs or activities approved by the Pacific Community Coordinators with ACPE.

2: The Pacific Community shall coordinate with ACPE fees for accreditation reviews, for appearances with the Certification Committee, for consultative service to a candidate, supervisor, or center on accreditation or certification concerns, or for other fees for services that require utilization of Pacific Community resources and personnel.

3: The fiscal year shall be determined by ACPE.

Section XI. REPRESENTATION:

1: Representation: THIS SECTION WILL BE DETERMINED UPON IMPLEMENTATIONa. Shall be determined by ACPE.

b. Communities of Practice will be encouraged to submit nominations to the ACPE committee which is responsible for nominating people for the ACPE Board and Committees.


2: Nominees to ACPE positions: THIS SECTION WILL BE DETERMINED BY ACPEa. The Pacific Community will be invited by ACPE to submit nominations to the ACPE committee which will nominate people to fill positions on the ACPE Board and Committees. Decisions who are selected for these positions is the responsibility of the ACPE Board.

Section XII INDEMNIFICATION: Indemnification for Representatives of the ACPE is defined for this Pacific Community in the ACPE BYLAWS; Article 13. Article may change.

Section XII COMPLAINTS, APPEALS, AND RECALLS: 1: The Pacific Community shall abide by the Complaint Procedures as defined in the ACPE Standards and Governance Manual. 2: The Pacific Community shall abide by the Appeals Procedures as defined in the ACPE Standards and Governance Manual.

Section XIV AMENDMENTS: This Policies and Procedures Manual may be altered, amended, or repealed by a simple majority vote of the eligible members present at the Annual Educational Meeting of the Pacific Community, or by a simple majority vote at a meeting of the members called by the Pacific Community Coordinating Committee. Proposed amendments or alterations must be submitted to the Pacific Community Coordinators ninety (90) days in advance of the annual educational meeting of the Pacific Community. The Pacific Community Coordinating Committee will send to the membership its recommendation on the proposed changes thirty (30) days prior to the annual educational meeting of the Pacific Community. All amendments to the Policies and Procedures Manual are subject to the approval of the ACPE Board of Representatives.

Attestation: The above Pacific Community Policies and Procedures Manual was approved by the Pacific Community Coordinators on XX October 20XX and sent to the ACPE Board for review and approval. _________________________________________

THIS PROPOSED POLICIES AND PROCEDURE MANUAL FOR THE PACIFIC COMMUNITY OF PRACTICEWAS CREATED FOR CONSIDERATION TO MOVE FORWARD WITH THE NEW ACPE GOVERNANCE.

Rev. Rod Seeger, ACPE Supervisor Emeritus Pacific Region ACPE Date: April 9, 2017


PROPOSED - ORGANIZATION CHART – PACIFIC COMMUNITY OF PRACTICE10 April 2017 – Rod Seeger,

Pacific Community of Practice10 Western United States

Members of ACPE, Inc. who choose to joinMembers of cognate groups who choose to join

Others interested in CPE who choose to join

Pacific Community Coordinators Pacific Community Coordinator Pacific Community Coordinator-elect

Or Pacific Community Past Coordinator Secretary Treasurer Ex-officio – Community Care Director

Pacific Community Coordinating Committee8 – 12 elected representatives from the

membership of the Pacific Community of Practice

Ex-officio – Community Care Director

CommitteesDevelopment – Education –

FinanceProfessional Development -

Community CareNominations

Ex-Officio – Community Care Director

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