Cathedral Chapter Minutes

April 30, 2006

Present
The Very Rev. Ralph T. Blackman (Dean), Jessica Abell, Robert D. Black (Junior Warden), Marianne Culver (Senior Warden), Marcus Hall, Sharon Johnson, Philip Mantle, Cecilia Mowatt, Christopher Plotner, Elsa Vaintzettel (ex-officio)

Absent
Debra K. Bullock (excused), The Rev. Dr. Robert B. Clarke (excused), The Rev. Frances M. Holliday (excused), Richard H. Kelley (Secretary - excused),  Ronald Mui (excused), The Rev. Jackie Lynn (Deacon), The Rev. Judi Mason (Deacon), The Rt. Rev. William Persell (Bishop), Tom Eley (excused)

Also Present
The Rev. Peter C. Siwek (Vicar), Bruce J. Barber, II (Director of Cathedral Music), The Rev. Canon Clarence Langdon (Diocesan Canon for Deployment), The Rev. Sunny Lopez (Deacon)

The Dean called the meeting to order at 12:15 PM with a prayer.  He welcomed Clarence Langdon, Canon for Deployment in the Diocese, and then turned the meeting over to Marianne Culver, Senior Warden. 

Marianne Culver presented the agenda for the meeting.  The original purpose of the special meeting was to vote on the recommendation of the executive committee to hire Tom Patterson as Acting Business Manager of the Cathedral.  Because the Dean announced his resignation  in the time since the special meeting had been called, we would first use this meeting to discuss several options for the search process for a new Dean, and the interim period.

Marianne began by saying that she feels that the Cathedral is in a good position to handle the major change that will take place in the next several years.  Our lay leadership has been strengthened, and we have a roadmap for the next several years of ministry development.  Searching for a new Dean adds another place to visit on our journey, but is not cause to throw the map out of the window. 

Marianne also reminded us that the search process will be collaborative with the Bishop and the Diocese - the search for a Dean is not something that the Chapter or the Cathedral does on its own.  It is within the Bishop’s power to simply appoint a Dean, and we must remember that as we go about our process.  She noted that Rev. Langdon was the Bishop’s representative to this special meeting of Chapter, and had come to present the alternative approaches which  might be employed in the search process, and to tell us the Bishop’s recommendation for how we ought to proceed. 

The Dean expressed his thanks for the great trust that the Bishop has always placed in the Dean and Chapter to carry on the work of the Cathedral.  The Dean also stated that he feels that the staff is in a good position to handle the change.  Specifically, we have coverage for our worship and pastoral care needs, which are often the primary concerns when a priest leaves a church.  Asked about the details of his departure date, the Dean indicated that while July 31 is the technical last date of employment, he is still discussing the actual leaving date with the Wardens.  The Dean stated that his last Sunday would be July 9, though members of Chapter offered that the high liturgy of July 2 might be better, as the Bishop will be present, and it will be a special day of music with the visit of the American Guild of Organists.  The Dean said that he is open to considering this.

Rev. Langdon then took the floor.  He began by stressing the importance to the Bishop of making this search a collaboration between the Diocesan office and the Cathedral.  They are here to support us in this challenging and exciting time.  On a personal note, Rev. Langdon said that he admires the work that Dean Blackman and the Cathedral have done during the last five years. 

Though planning for a search process does not typically start until after a rector has left a parish, the Bishop felt very strongly that it would not be wise in this case, because of the timing involved with the Dean and Bishop both leaving, and the 65 E. Huron redevelopment project expected to begin within a year.  The Bishop believes that St. James has a strong vision and is moving in the right direction, and that the Cathedral needs to continue that momentum. 

Normally, a church of the Cathedral’s size would engage in a full search process, which is described in the document “Calling a New Rector in the Diocese of Chicago” which was provided to us at the meeting.  This process takes about 18 months to complete.  If this approach is selected, an interim Dean would be appointed by the Bishop to serve until a new Dean is called.  Selection of an interim would take place within 6-8 weeks, with a short list of candidates supplied by the Bishop’s office to the Wardens, who would then pick a candidate to become the interim.

In this case, the Bishop is recommending an alternative to the Interim/Full Search model.  Rev. Langdon presented us with the option of following the Priest-in-Charge model, in which a short list of 3-10 candidates is presented by the Bishop to the Chapter.  The Deployment Office would welcome suggestions from the Chapter in compiling this list.  The list would be narrowed down to 3 by the Chapter, during a shortened interview and discernment period, and the Bishop would appoint one of those three to the position of Provost of the Cathedral.  The Provost would not be the Dean - canonically, the Bishop would be the Dean during this time.  The Provost would be appointed for three years, and after a period of two years, there would be a time of evaluation and mutual discernment, under which the Provost, the Bishop, and the Chapter would assess whether the Provost ought to become the new Dean, or whether the relationship should end at three years and a full search process be undertaken.  This procedure has been followed in several parishes in the Diocese of Chicago, and some other Cathedrals in the wider Episcopal Church.  The Bishop is recommending the Priest-in-Charge/Provost process because he feels that the Cathedral already has a strong vision, and good lay leadership in place to carry forward.  He feels that the Provost process will help to preserve our momentum because the search will take less time, and the extended contract will allow for continuity through the Redevelopment project.

Chris Plotner asked to know how many parishes in the Diocese have used this process, and of them, how many had decided to make the priest-in-charge the permanent rector.  Rev. Langdon responded that to his recollection, the process had been used perhaps  6 or 7 times in the Diocese in the last three years.  In one case the priest-in-charge decided not to remain, and departed the parish after serving out the remainder of the contract.  In one other case, the parish decided not to call the priest-in-charge as the permanent rector.  In the other cases, the parish and the priest-in-charge agreed that they ought to make the relationship permanent. 

Philip Mantle pointed out that due to the Bishop’s leaving in fall 2007, were the Cathedral to follow the Provost model, Bishop Persell would appoint the Provost, but the new Bishop would be the one to participate in the decision of whether to call the Provost as the Dean.  Philip posed the question: how do we ensure that we attract good candidates for the role of Provost, when priests might be reluctant to enter a process with such uncertainty attached to it.

Marianne Culver noted that an interim Dean would not have this concern, as such a person would not be eligible for the permanent post, but reminded us to consider our own recent history with interims in the posts of Dean and Music Director.  In both cases, there was a significant movement within the congregation to keep the interim on in the post permanently.

Jessica Abell cautioned that with the Priest-in-Charge/Provost model, it is always easier for a congregation not to challenge the status quo - in other words, once the Provost is in place as an incumbent, it will be easier to say “yes” to the permanent position than to say “no,” even if the fit isn’t good.

Sharon Johnson noted that we would need to trust the Holy Spirit to provide us with good candidates, as well as with wisdom to discern whether it would be best to keep a Provost as the permanent Dean.  She said it would be good to view the process as an “extended engagement” (and some others noted it would be like a two year job interview), and furthermore that if the uncertainty involved with the transition of Bishops would attract risk-takers, that would make the candidates better for the Cathedral.  She also said that Chapter would have to hold up its end of the bargain and engage faithfully in the evaluation and review process so that the decision to call the Provost as permanent Dean is not entered lightly.

Bruce Barber and Rev. Siwek stressed the importance of boundaries - the Provost and the congregation would need to respect the bounds of the position as defined during the three-year contract period in order to keep us moving forward.  It would be important to identify potential “bear traps” in the process early, and to act consciously to avoid falling into them.  Bruce Barber reminded us of the demands of such a process.  If the Chapter was not happy with the Provost’s fit, would we have the spirit to say “no” to a priest who had worked hard within our community and built relationships with us for a long period of time?

The Dean raised the topic of the Mutual Ministry Agreement, and said that we would do well to put one in place with a Provost and remain steadfastly faithful to it.  He also said that we are not losing our ministry with his departure, but only a minister, and that if we remain faithful to our vision and the roadmap Marianne talked about before, we have the building blocks of a productive mutual ministry with a Provost. 

The Dean and Rev. Langdon also indicated that throughout the contract period of the Provost, a consultant or other resources from the Diocese would be available to help keep us on track with the process of faithful discernment.  Chris Plotner asked how other parishes in the diocese have done in keeping faithful to the process, and Rev. Langdon replied that results have been mixed, but that having continued support from a Diocesan consultant is helpful in keeping things on track. 

Marianne Culver reminded us that our goal for this part of the meeting was to gather information and ask questions of Rev. Langdon, and not to vote on which process to use for our search.  We would use the time between now and the May 9^th regular Chapter Meeting to reflect on the options, and then vote on the 9^th on whether to accept the Bishop’s recommendation of following the Priest-in-Charge/Provost model.

Rev. Lopez asked how clergy staffing needs would be met after the Dean’s last Sunday under each kind of process (Provost or interim).  Rev. Langdon indicated that it would take 4-6 months to appoint a Provost, while it would take 6-8 weeks for the wardens to nominate an interim to Chapter.  Any gap between the Dean’s departure in early July and the arrival of the Provost or Interim would be met by supply priests, with whom the Vicar and the Wardens would make arrangements.

Cecilia Mowatt asked if it would be possible to begin a transition while Dean Blackman is still present at the Cathedral, noting that our usual practice has been to keep a clear separation between incumbents.  Rev. Langdon replied that the practice of strict separation is coming more and more into question.  The Dean stated that he is open to participate in a transition process.  He also indicated his willingness to continue to support the Redevelopment project from his new parish in Victoria in whatever way is needed, as he has been integrally involved in many aspects of the planning and may still have important knowledge or concepts after he departs.

Rev. Lopez asked for clarification of what the Bishop expected from Chapter at this time.  Rev. Langdon responded that the Bishop wants to know Chapter’s reaction to the recommendation to follow the Priest-in-Charge/Provost model.  Cecilia Mowatt asked if the Bishop would plan to attend the May 9 meeting of Chapter, and Rev. Langdon said that he would be sure to ask the Bishop about this.

Rev. Lopez asked how important it is to have an interim or Provost in place sooner.  The Dean offered that stewardship, administration, and the Redevelopment project are all major areas of leadership that Peter should not be required to take on during any transitional period.  Marcus Hall acknowledged the importance of keeping Peter’s load manageable, but stated strongly that timing should not drive our decision on whether to proceed with an interim or a Provost. 

Cecilia Mowatt offered that we ought to consider carefully what we already have on our plate, and decide whether we can undertake a full search and also carry on the Redevelopment project at the same time. 

Marcus Hall asked when ground would be broken on the Redevelopment.  Marianne Culver replied that March 2007 is the likely start of demolition of 65 E. Huron.  Marcus Hall stated that we ought to have a Provost in place by that time, and throughout the duration of the Redevelopment project, to provide stability.

Marianne Culver thanked Rev. Langdon for coming to the meeting, and then called a five minute break.  At this time, the Dean, Revs. Langdon, Lopez, and Siwek, and Bruce Barber left the meeting.

Marianne Culver called the meeting back to order following the break and turned our attention to discussion of the proposal to hire Tom Patterson as Acting Business Manager of the Cathedral.  Marianne presented the important facts: after Chapter voted to create the Business Manager position, Tom Patterson approached the Dean and said he would be willing to take on the job for up to two years, in order to establish the position, and refine the job requirements.  The Dean made this known to the Executive Committee, which then met with Tom to discuss the idea with him.  At that meeting, they discussed sensitive issues, such as Tom’s relationship to the Dean and how it would change going from part time assistance on the Redevelopment project to full time employment as a member of staff.  After discussion amongst themselves, the executive committee decided that it would be good to offer the job to Tom, primarily because of his good relationship with the Dean and familiarity with the Cathedral.  They recognized this decision, however, as one which would require additional input and approval from the whole Chapter.

There followed a discussion of this proposal, which focused on the following key areas:

Appropriateness of hiring a member of the congregation to a high-level full time staff position.
Jessica Abell, Sharon Johnson, and Chris Plotner all expressed strong convictions that hiring a member of the congregation into the Business Manager position is not advisable.  The history of relationships with others in the community as well as with the staff can often be a liability, and get in the way of productive work in the church office.  This is not to say that Tom wouldn’t do a good job in the role, nor that he would necessarily fall into any of the pitfalls associated with this kind of hiring, but that as a matter of policy it is not a good idea for Chapter to follow this course. 

However, the resignation of the Dean changes the picture for us in this specific circumstance.  Without the Dean to provide leadership and coherent vision to the church office, the task of bringing on an outsider as Business Manager becomes much more difficult.  In this case, as Robert Black pointed out, Tom’s knowledge and familiarity with St. James appears to be an asset rather than a liability.  Robert also reminded us that Tom worked in a role very similar to that of Business Manager during the last transition between Deans, and so has specific and relevant experience.

Philip Mantle expressed concern about loading a parishioner at St. James with too much of a burden during the transitional period. 

Whether the job ought to be posted or whether Tom should be hired immediately.
Marianne Culver and others stated that our serious consideration of Tom for the role of Acting Business Manager raises the question of whether the opportunity ought to be made open for the whole congregation to apply for the position.  Sharon Johnson asked if any other qualified, interested candidates are known to the Chapter.  None were at the time, but this could as well be because the job isn’t posted as because there aren’t any.  Philip Mantle and Cecilia Mowatt stated that it is important to post a position like this for transparency and to make access to the opportunity fair and equal.

However, undertaking a congregational search for an Acting Business Manager will introduce delays and leave us short-staffed during the search process for the Provost/Dean.  Furthermore, opening up the process to the congregation while we already have Tom in mind may be seen as a pro forma exercise in rubber-stamping a pre-approved candidate. 

The fact that Tom is currently filling the role of Internal Project Manager also factors into this discussion.  Philip Mantle raised the point that Tom is doing an effective job managing the Redevelopment project for the Cathedral.  Would he be able to discharge both jobs at once, especially as the Business Manager was not supposed to take on the Redevelopment responsibilities.  On the other hand, Robert Black pointed out that since Chapter approved separate funding for both positions, promoting Tom to Acting Business Manager would only require us to fund the difference between his current salary and the salary approved for the Business Manager position.  This would leave enough to hire a part-time assistant to handle communications, which is in line with the original recommendations of the staffing consultant.

The term of service of the Acting Business Manager
Even as many of us acknowledged that it would be good to have Tom (or someone else from the congregation) in the role of Business Manager now that the Dean has resigned, we felt that it was very important to limit the duration of his involvement, so that he could truly serve to establish the position and help the transition of the Interim/Provost, and then hand off to someone to do the job on a permanent basis. 

The role of the Wardens, Chapter, and the Interim/Provost in the decision-making process.
Supervision of the Acting Business Manager would fall to the Wardens during the transition period until the interim or Provost is in place.  Even though the position reports to the Dean on our organizational chart, and the Bishop will be filling the Dean’s role during the transition, it is impractical for the Business Manager of the Cathedral to report directly to the Bishop. 

A motion was made and seconded to call the question.  The Chapter voted 5 for and 4 against, with one abstention, to offer the position of Acting Business Manager to Tom Patterson for a term of one year. 

Robert Black led us in prayer and the meeting was adjourned.  

Submitted May 3, 2006

by Christopher R. Plotner
Acting Secretary for this Meeting