Permanent Board Minutes | September 25, 2021

21-75: Opening Worship

Friends opened with a period of worship.

​​​​​​​21-76: Roll Call

The recording clerk called the roll:

Present: Leslie Manning, Clerk; Susan Davies, Recording Clerk; Deana Chase, Hannah Zwirner Forsythe, Martin Zwirner Forsythe, Joyce Gibson, Beth Hansen, Ian Harrington, Rebecca Leuchak, Frances Lightsom, Jean McCandless, Christopher McCandless, Bob O’Connor, Carole Rein, John Reuthe (part-time), Aaron Sakulich, Martha Schwope, Sara Smith, Will Taber, Bill Walkauskas, Diane Weinholtz, Donn Weinholtz, Morgan Wilson, Kathleen Wooten, Tom Vargo, Mary Zwirner

Regrets: Peter Bishop, Darcy Drayton, Chris Gant, Ed Mair, Anna Raddochia, Gina Nortonsmith, Elizabeth Reuthe (Secretary’s Supervisor), Jeremiah Dickinson (M&C Clerk) Elizabeth Szatkowski, Dulany Bennett, Kim Allen, Travis Belcher, Robert Murray (Treasurer)

Ex-Officio: Scot Drysdale (Finance Clerk), Noah Merrill (Secretary), Nia Thomas (soon to be Acting Secretary for Programs and Administration), and Sarah Gant (soon to be Acting Secretary for Governance and Pastoral Care), Bruce Neumann (Presiding Clerk)

Visitors: Polly Attwood, Katie Bond, Elizabeth Hacala, Mey Hasbrook, Janet Hough, LouAnne MacDonald, LVM Shelton, Jackie Stillwell, Susan Vargo, Diana White, Honor Woodrow; Kathy Olsen, Robb Spivey, John Wojtowicz

​​​​​​​21-77: Orientation for new members of Permanent Board

Nia Thomas, Yearly Meeting Quaker Practice and Leadership Facilitator, reviewed the purpose, procedures, roles, and responsibilities for those serving on the Permanent Board. Additionally, Nia presented reflections and a definition of conflict in community from George Lakey. Conflict is a common occurrence when two ideas exist in the same place at the same time. As such, it is a neutral phenomenon. Pseudo-communities tend to be conflict-avoidant, while true communities are conflict-resolving.

​​​​​​​21-78: Approval of July Minutes

The minutes from the 17 July 2021 meeting were distributed for review. Friends approved the minutes.

​​​​​​​21-79: Presiding Clerk's Report

Bruce Neumann, Yearly Meeting Presiding Clerk, shared his sense that Sessions business was challenging but grounded. We had difficult things to listen to and consider, but Friends stayed present and engaged, and lived into a different format for considering the agenda.

​​​​​​​21-80: Coordinating and Advisory report

Bruce Neumann, Presiding Clerk, reported that in September Coordinating and Advisory (C&A) members met for their first in-person retreat since the pandemic shutdown. At the retreat C&A planned their agenda for the coming year and prepared for the upcoming sabbatical of the Yearly Meeting Secretary.

For Sessions at Castleton University in August 2022, Coordinating and Advisory affirmed their commitment to exploring in-person, and hopefully, hybrid formats.

​​​​​​​21-81: Presiding Clerk's Recommendation for Purpose and Procedures for Sessions planning 2022

The Permanent Board has already authorized a one-year trial to work with the new proposed Purpose and Procedures for Sessions Planning. One piece of the proposal that needs particular consideration is the “Theme and Speakers team.” If approved as an established practice next year, this team would be named by nominating and approved at Sessions. But time is short for implementing this provision for 2022 Sessions. Friends will recall that our newly approved Rising Clerk had been serving as Sessions Clerk. The Nominating Committee has not yet named a new Sessions Clerk, and Rebecca Leuchak has agreed to stay on in this role. Nominating Committee is confident of having a new name to bring to PB by December, allowing a transition between the clerks before the planning work gets busy. After consultation with C&A the Presiding Clerk requests PB approval for:

21-82:

• The Presiding Clerk brought to our attention the need to approve a mechanism for planning Sessions 2022. While he had expected that the new Purpose and Procedure (approved by PB for forwarding to Sessions) would be considered at Sessions, that discernment was postponed. The clerk is requesting that PB give one-year authorization for this P,P,&C, expecting it to come to Sessions 2022 for final approval. In addition, he noted that because of the timing of this proposal, and of the restructuring work taking much of Nominating Committee’s attention, asking Nominating Committee to propose members of the theme and speakers team might create a delay in the process. He is suggesting that the Presiding Clerk, the Clerk of Sessions, and the Clerk of Ministry and Counsel take this on.

Friends Approved

21-83:

• Permanent Board authorization for the Theme and Speakers team for this year to be named by the Sessions Clerk, the Presiding Clerk, and the Clerk of Ministry and Counsel. This approval would allow forward progress in a more timely fashion, and allow this team to engage in discernment some time in October. Clerk welcomes suggestions for people to engage in this work.

Friends Approved

There have been many conversations among Yearly Meeting Friends, FUM, and FWCC about how to support Friends in Cuba. No plans have taken shape as yet; discussions are ongoing.

​​​​​​​21-85: Approval of Sessions Minutes

Minutes 2021-08 through 2021-23 were approved by the gathered body during Sessions 2021, but a large number of minutes were not approved during Sessions, in deference to time dedicated for discernment of concerns by the Body. The Clerks’ Table has spent numerous hours going over the minutes, editing and trying to capture what seems significant for the permanent record. The Presiding Clerk’s full report on recommendations for approval of minutes from Sessions 2021 is appended to these minutes. The approval of the Permanent Board is recommended for the following minutes:

Sessions minute 2021-32 and 2021-34: Combining minutes Combine 2021-32 and 2021-34 into one minute.

Friends Approved

Sessions minute 2021-36: Insert quote

Friends approved

Sessions minute 2021-37: Include full text of oral report on Yearly Meeting’s history with FUM.

Yearly Meeting Clerk’s note: While it is not our normal practice to include the full text of such an extensive presentation, the Clerks’ Table felt that the summary of our history was a valuable resource for Friends wanting to understand at least some of the history and context of the situation. By including the full text this becomes easily available for Friends to refer to. The Clerk includes it not for consideration of the content (this is a reporting of what the Friend said) but for PB’s approval that the text be included in this way.

Friends approved

Sessions minute 2021-38: Minuting of monthly meeting FUM minutes

Request for approval to include, in the Sessions minutes Appendix, the full text of monthly meeting minutes concerning Friends United Meeting Personnel Policy that were read to the Body; and request for approval to include in the Sessions minutes, summaries of those monthly meeting FUM minutes that were summarized to the Body. Friends approved

Sessions minute 2021-59: Concerning how to minute the periods of open discernment, the Presiding Clerk noted that, while the discernment is in fact evidenced in the actions approved on Thursday morning, the Clerks’ Table is suggesting a more detailed record of the periods of open discernment. This record is being offered in a “Clerks’ Table Summary of open discernment” which would appear in the Appendix.

A more detailed record of the periods of open discernment appears under specific items in the minutes from Thursday morning.

Some Friends voiced discomfort at the idea of “approving” the summary itself. Friends approved Minute 2021-59 and affirmed the general approach taken in writing the minute and the appendix summary.

Sessions minute 2021-79: Naming the Bodine-Rustin Fund

The FUM Committee suggested the establishment of the “Bayard Rustin Fund '' to be held by Yearly Meeting and to accept money from individuals and Monthly Meetings to be distributed to organizations working towards LGBTQIA+ wellbeing. If Friends also approve a mechanism for directing contributions away from FUM, that those monies would go to this fund. One Friend pointed out that the Friends General Conference already has a fund named “The Rustin Fund.” Permanent Board will consider a name change for the new fund at the November 6th, 2021, meeting.

Sessions minute 2021-80: Clerk’s Proposal Regarding FUM Funding

The Presiding Clerk requested approval for 2021-80, representing the Clerk’s sense of the meeting during FUM discernment at Sessions. This minute offers the Clerk’s proposal for a withholding mechanism for those led, for conscience's sake, to withhold funding support from FUM. One Friend objected to the Clerk’s assertion of authority in devising the funding mechanism, while other Friends supported the minute as a responsible articulation of the sense of a meeting in which not all Friends were in unity. Modeling an awareness of the potential for a conflict of interest, the Presiding Clerk requested that the Permanent Board Clerk step in to clerk the request for approval of the minute.

Friends approved Sessions minute 2021-80

Sessions minute 2021-82: Apology to Native Americans

Friends approved the text of 2021-82

The Presiding Clerk asked for approval of all the other 2021 Sessions minutes, considered under a "unity agenda."

Friends approved.

​​​​​​​21-86: Yearly Meeting Secretary's Report, Update on Friends Camp

Following an oral report by Noah Merrill, Yearly Meeting Secretary, consistent with the recommendation of Yearly Meeting general counsel and the support of the Coordinating & Advisory Committee, the Permanent Board approved a payment of $30,000 from the unrestricted reserves of the Yearly Meeting Operating Division to resolve a legal matter.

​​​​​​​21-87: Friends Camp Budget (executive and full versions appended)

Permanent Board Clerk Leslie Manning expressed thanks and celebration for the fact that Friends Camp (FC) went forward with full in-person camp for 2021. Friends Camp Treasurer Robb Spivey presented the Friends Camp budget. The proposed operating budget for 2022 (executive and full versions appended) is based on the assumption that the resurgence of the pandemic will be under control by camp season, and that Camp will be able to operate without restrictions on the number of campers they can accept.

Friends Camp Capital budget: The proposed capital budget for 2022 (appended) covers the projects which are highest on the camp's priority list. Funding will be provided almost entirely through the budgeted depreciation line item in the operating budget and a proposed grant, requiring only a small withdrawal from reserves.

Friends approved the Capital Budget

Friends approved the Operating Budget

​​​​​​​21-88: Approval of 2022 Yearly Meeting Operating Budget

Sessions was not able to approve the Operating Budget during business sessions; there are no changes to the Operating Budget as presented to Sessions. The Secretary reported that the Operating Budget includes support of ministry, support of volunteer service, and support for a 3^rd offering of the Nurturing Faithfulness program. The Permanent Board is asked to approve the budget beginning 10/1/22.

Friends approved the Yearly Meeting Operating Budget

​​​​​​​21-89: Yearly Meeting Budget priorities recommendation from Coordinating and Advisory The Yearly Meeting Secretary reported that after discernment this fall, Coordinating and Advisory Committee united in recommending to the Permanent Board that, for the FY2023 budget process, the Yearly Meeting maintain existing commitments to two funding priorities in the FY2022 budget: 1) Increasing staffing for development, communications, and administration to free the Secretary to nurture meetings and ministry, and 2) offering honoraria to support Friends serving in volunteer leadership roles.

Recommendation: that the Permanent Board affirm the funding priorities committed to last year, for 2023. The following priorities will require increased budget allocation: 1. Support of ministry; 2. Support of volunteer service. This is an intermediate step to continue what we already committed to do, to ensure that commitments to above priorities are honored.

Friends re-affirmed and approved the funding priorities21-

​​​​​​​21-90: Sabbatical planning and implementation

Noah Merrill, Yearly Meeting Secretary, reported on sabbatical leave preparations and invited questions. He reported he has just another few tasks and this will be his last Permanent Board meeting prior to sabbatical leave.

Friends held Noah in appreciation, offering peace and Godspeed as he begins his sabbatical. Leslie Manning, Permanent Board Clerk, expressed gratitude to Nia Thomas and Sarah Gant for their service to Yearly Meeting while Noah is on sabbatical.

​​​​​​​21-91: Finance Committee report (appended)

Scot Drysdale, Finance Committee (FinCom) Clerk, stated that the FY '21 budget is very similar (budget vs actual) to FY 2020 budget: staff and administrative expenses are relatively even; Sessions balances look good. The Yearly Meeting Finance Committee is expecting forgiveness of the federal Paycheck Protection Program loan in 2022—that loan does not show up in the Operating Budget but it does appear in the balance sheet as a liability that will go away after forgiveness.

The Finance Committee Clerk reported the current status looks good but encouraged those who can offer regular end-of-month contributions as a very helpful practice for the budget.