Governance Policy
Grace & Holy Trinity Cathedral
Approved, February, 2006
PREAMBLE
Over the last year the Governance Committee forwarded various reports to the Vestry concerning the organization of committees. The Committee’s Fall 2005 report included a proposed set of resolutions for consideration. Using those proposed resolutions as a starting point, this proposal details the makeup and scope of committees and articulates how the recommended committee and program structures can be implemented. In particular, this proposal addresses the following:
• Identifies the committees as Vestry, Pastoral, or Program.
• Establishes rules for Chair and membership selection and terms of
office.
• Describes the duties of the various committees, to whom do they
report, and how often they meet.
• Defines the committees’ relationship to the work of the lay staff
and clergy.
The Dean is given significant authority under the Canons of the Diocese (and, to some extent, the not-for-profit law of Missouri) regarding how the spiritual affairs of the Cathedral are to be managed, including the management of staff and clergy. Similarly, the Vestry is given the authority to manage the temporal affairs of the Cathedral. One of the goals of this proposal is to fit this division of responsibility into a workable architecture. Accordingly, in the interests of accountability and healthy boundaries; to wisely use the tremendous talents of the lay leaders of the Cathedral; and to promote the health and efficient working of our clergy and lay staff, all of which we recognize as a great gift from God, the following recommendations are tendered.
STAFF
The Dean of the Cathedral is solely responsible for hiring and supervising the ordained and lay staff of the Cathedral. The Dean may choose to delegate the responsibility for supervision and management of operations to the Canon Pastor or other staff as appropriate. Dual lines of reporting are inadvisable in any organization; therefore, staff cannot report to committees, chairs, or officers of the Cathedral directly without undercutting the appropriate supervisory role of the Dean or those to whom the Dean delegates such supervision.
VESTRY
“All temporal affairs of the Cathedral Parish and corporate powers shall be exercised by or under the authority of, and the affairs of this corporation shall be managed under the direction of, the vestry of this corporation. For clarification, the ‘board of directors’ as required by the Missouri Nonprofit Corporation Act is one and the same as the ‘vestry’ (Article VI, section 6.1 of BYLAWS OF GRACE AND HOLY TRINITY CATHEDRAL OF KANSAS CITY, MISSOURI).”
“The Vestry is the body within a congregation that, with the
clergy, leads the parish. The Vestry:
• Helps to discern the vision toward which God is drawing that
particular community;
• Articulates and communicates that vision;
• Holds the community accountable for its realization of that
vision; and
• Keeps the mission of the Church and that of the individual
congregation clearly before the parish community.” p. 5 The
Vestry Resource Guide, Cornerstone, New York, New York, 2000.
VESTRY COMMITTEES (an overview)
To discharge the responsibilities articulated above, the Vestry
will work through four permanent committees and such ad hoc
committees as it deems necessary to advance the Vestry’s work of the
Cathedral. Membership of each committee will draw from the Vestry as
well as from parishioners whose interest and expertise is required.
• Each vestry committee will consist of 6 members in 3 classes of 2
members each.
• Each Vestry committee will have at least 1 Vestry member.
• Vestry committee members must be members of the cathedral as
defined by a pattern of regular attendance and pledging a portion of
their time, talent, and treasure to the work and ministry of the
Cathedral.
• Committee members will serve for 3 years and can be nominated for
a second term before rotating off the committee.
• One year must elapse before a person who has served two terms may
be re-elected to a committee.
• A person whose committee term has expired may be appointed to
another committee immediately.
• It is inadvisable for one person to serve on more than two
committees concurrently. Exceptions may include the wardens.
• Each committee may, at its discretion, have one or more staff
members serve in an ex-officio capacity.
• Minutes of each of the vestry committees meetings will be
forwarded to the clerk of the vestry and will be included in the
vestry packets. Reports or minutes containing committee
recommendations requiring vestry vote will be presented in
resolution form; and, except in cases requiring immediate vestry
consideration, resolutions will normally be considered at the first
meeting the resolution is presented and given a formal vote at the
next meeting.
VESTRY COMMITTEES (detail)
• BUDGET. This committee plans and oversees the operating budget of the Cathedral. The chair of the committee will be the Senior Warden. The committee will convene in the third quarter of each year to begin the process of collecting budget requests, conducting interviews with staff and committee chairs regarding budgetary needs, and constructing a budget to present to the vestry for adoption at the November meeting. (In other words, a term is constituted from Sept. 1 through Aug. 31). The committee will meet quarterly to monitor the performance of the budget and advise the vestry on any action needed. The treasurer of the Cathedral will be a permanent member of the Budget Committee and will report to the vestry the financial condition of the Cathedral at each vestry. The chair of the Finance Committee and the chair of the Stewardship Committee will also be members of the Budget Committee
• BUILDINGS AND GROUNDS. This committee oversees the stewardship of the Cathedral property and makes recommendations for needed repairs and improvements to the campus. The chair of the committee will be the Junior Warden. Buildings and Grounds will meet at least quarterly and the Chair will represent the interests of the committee between regular meetings. The Chair may call a committee meeting at any time between regular meetings. Any recommendations for repairs or improvements that are off budget and require vestry approval will include, insofar as practical, recommendations to the vestry on possible funding sources.
• FINANCE. This committee oversees the investments (endowment) of the Cathedral, advises the vestry on investment management and sound distribution policies, and oversees the risk management activities of the Cathedral, including reviewing the audit and the insurance portfolios. The chair of the committee will be selected by the committee membership, in consultation with the Dean, at the first meeting of each year. The chair may serve as such throughout his/her entire term on the committee, though this is not a requirement, and will represent the interests of the committee between regular meetings. This committee will meet at least quarterly. The treasurer of the Cathedral will be a permanent member of the Finance Committee.
• STEWARDSHIP. This committee challenges the Cathedral community to give generously of time and resources in order that the ministries of the Cathedral may be fully funded. They are responsible for the Every Member Canvass (EMC) as well as other initiatives to build a discipline of regular giving at the Cathedral. The chair of the committee will be selected by the membership, in consultation with the Dean. The chair may serve as such throughout his/her entire term on the committee, though this is not a requirement. The committee will meet as often as needed to conduct the business of the committee.
In addition to these four committees, a NOMINATING COMMITTEE
will be selected each October by the Dean, the Dean’s Council (see
below), and two members of the Vestry selected at the September
Vestry meeting. The Nominating Committee has three tasks:
1. Establish a slate of Vestry candidates prior to the Annual
Meeting.
2. Present a slate of nominees for Vestry Committees to the Dean for
the Dean’s approval prior to presenting the slate of nominees to the
Vestry for vote no later than the March meeting. Each year, this
slate will represent a new class of two members for each of the four
Vestry committees.
3. Present a slate of Pastoral Committee Chairs to the Dean for
approval.
The Dean, in the capacity of Pastor of the congregation, reserves
the right to eliminate potential candidates from any of the
above-named slates based on pastoral discretion.
PASTORAL COMMITTEES (an overview)
Pastoral Committees are defined as those Cathedral organizations
which perform a specific ministry, advance the vision of the
Cathedral community, are chaired by a parishioner, and which are
supported by the budget in one or more line items. Each Pastoral
Committee has a staff liaison appointed by the Dean. The liaison
advises the Dean on matters as may be needed.
• Each chairperson is responsible for inviting membership in
consultation with the staff liaison.
• As with Vestry and Program Committees, each Pastoral Committee
member serves a 3 year term. Members are free to step down after 1
term or may make themselves available for subsequent terms.
• The chair may serve as such for more than one term at the
discretion of the Dean, the Canon Pastor, or the staff liaison.
• Meeting frequency is determined by function.
• The Dean has the discretion to establish or disestablish a
pastoral committee.
• Each Pastoral Committee will have at least one vestry member among
its membership.
• Each Pastoral Committee has a mission statement wherein their
ministry is articulated.
• Each Pastoral Committee will, at the end of each year, submit a
report to the staff liaison detailing the ministries undertaken in
that calendar year.
• Minutes of each meeting will be forwarded to the clerk of the
vestry and will be included in the vestry packets.
• Pastoral committee members must be members of the cathedral as
defined by a pattern of regular attendance and pledging a portion of
their time, talent, and treasure to the work and ministry of the
Cathedral.
• Some pastoral committees MAY have a “guild” component, meaning
that persons participate in the ministry on the basis of interest or
skill set. Examples include acolytes, Guild of the Christ Child,
etc. “Guild” in this context presumes that some parishioners may be
participants without necessarily directing the vision or the goals
of the committee. As such, they are exempt from term limits.
PASTORAL COMMITTEES (detail)
• ACOLYTES. These persons serve at the altar in regular and special Cathedral worship services. This committee is open to both youth and adults, provided that persons can fulfill the function of acolyte with reverence and attentiveness. Training is provided. Training and scheduling is the responsibility of the Acolyte Master.
• CATHEDRAL CAREGIVERS. This Committee provides general pastoral care to the Cathedral family through the ministry of lay teams, each of which is charged with a particular responsibility. Teams include Visitation of homebound parishioners; Food for Folk (meals for the ill, bereaved, and new parents); Note cards (greetings sent to bereaved persons as well as those celebrating birthdays or anniversaries); Prayer Chain, Tape Ministry, Special Needs (bereavement ministry, etc.) Health ministries, and the HIV/AIDS Task Force. Each team is responsible for training and scheduling.
• GUILD OF THE CHRIST CHILD. This Committee has two roles: fellowship and support for parents of infants through toddlers; and a ministry component which reaches out to expectant couples and new parents with baptism resources and Christian help in an infant’s new life. Outreach projects are also involved.
• HOLY HANDS. This Committee focuses on hospitality, specifically the preparation and serving of food at Sunday morning coffee hours, special receptions, and the like.
• NEW MEMBER DEVELOPMENT. This Committee focuses on two important functions: developing and administering activities which invite the unchurched throughout the greater Kansas City community to experience the Cathedral, as well as to develop and administer programs and activities which serve to incorporate new members into the life of the Cathedral.
• SOCIAL ACTION COMMITTEE. This committee oversees a number of programs focused on the underserved, and those in need throughout the greater Kansas City area as well as providing periodic educational opportunities at the Cathedral to help raise awareness of social justice issues.
PROGRAM COMMITTEES
Program Committees are defined as those Cathedral organizations
that advance the vision of the Cathedral community, are supported by
the budget in one or more line items, and are under the direction of
Cathedral staff members. Program Committee members, therefore,
support and advance the goals of the particular program which, in
turn, supports and advances the vision of the Cathedral. Program
Committees include
• Adult Formation
• Children and Youth Formation
• Communications
• Music
• Altar Guild
The staff member in charge of the program selects committee members with the advice of the Dean. Members may serve two three-year terms. One year must elapse in order to be eligible for re-appointment. Each committee is accountable to the staff person who chairs the committee who, in turn, advises the Dean on such matters as may be necessary. Some program committees MAY have a “guild” component, meaning that persons participate in the ministry on the basis of interest or skill set. Examples include Christian Formation, and Altar Guild. “Guild” in this context presumes that some parishioners may be participants without necessarily directing the vision or the goals of the committee. As such, they are exempt from term limits.
THE DEAN’S COUNCIL
This is an ad hoc committee insofar as the Dean invites the advice and counsel of current wardens, past senior wardens, and other lay leaders on an as-needed basis. Apart from selecting the nominating committee, the Council neither sets policy nor agenda but rather provides wisdom and perspective around particular areas of concern as those concerns arise.
THE MEMORIAL COMMITTEE
This committee reports directly to the Dean and oversees the disposition of monies given in memory of (or thanksgiving for) loved ones by Cathedral members or by friends of the Cathedral. Memorial monies differ from bequests (which would be handled by the Vestry and/or the Finance Committee) in that memorials generally include directives for disposition that are material and are in some way permanent. Examples include money given for furnishings for the interior or grounds of the Cathedral, vestments, altar vessels, and/or the creation of funds for the maintenance of such. The Dean may choose to invite the chair of Buildings and Grounds to be a liaison to the committee where memorials pertaining to the building or grounds are being discussed. The chair of the Memorial Committee makes a yearly report to the parish at the Annual Meeting of all committee activity.